Administrative Assistant

About the Company

Our client is an international venture capital and financial services organization committed to fostering growth and collaboration across diverse markets. The team operates across multiple regions and time zones, supporting innovative businesses through strategic funding and advisory initiatives.

They are seeking a remote Administrative Assistant to support our management team. The ideal candidate is proactive, organised, and adaptable — someone who enjoys coordinating multiple moving parts, from event logistics to inbox management. This role is vital in ensuring the smooth day-to-day operations of a dynamic, high-impact organization.

Key Responsibilities

Event Coordination

• Prepare and send invitations to clients and sponsors using pre-designed templates.
• Follow up on event registrations and gather attendee details.
• Prepare attendance lists, name badges, and printable materials.
• Coordinate logistics and ensure timely communication with participants.

Calendar & Scheduling Management

• Maintain an organised calendar of events and meetings using Google Calendar and Mixmax (or similar tools).
• Create and manage meeting links for different partners and client types.
• Adjust schedules across multiple time zones during travel or event seasons.

Client Pipeline & CRM Management

• Manage and update the client pipeline in ClickUp (or similar CRM tools).
• Track follow-up dates, meeting statuses, and contact updates.
• Ensure all client interactions and communications are properly logged.

Inbox & Communication Support

• Monitor multiple inboxes (executive and shared accounts).
• Draft and send email responses using pre-approved templates.
• Prioritize, flag, and follow up on important communications.

Required Skills

• 3+ years of experience providing administrative or executive support.
• Excellent written and spoken English.
• Strong organizational skills and exceptional attention to detail.
• Proficiency with productivity and collaboration tools (Google Workspace, ClickUp, Monday, etc.).
• Experience using calendar and scheduling tools such as Google Calendar, Mixmax or Calendly.
• Ability to handle confidential information with discretion and professionalism.

Preferred / Nice-to-Have Skills

• Experience supporting executives, venture capital firms, or C-suite professionals.
• Background in event coordination or logistics.
• Calm under pressure, able to manage shifting priorities.
• Positive, curious, and open to feedback.
• Experience working remotely with international teams.

Additional Information

Engagement: Freelance, Part-Time (~60 hours/month, varies by season)

Start Date: ASAP

Location: Remote (Preference for candidates based in the Philippines or Latin America for time zone alignment)