Note: The job is a remote job and is open to candidates in USA. Pocketbook Agency is recruiting for a private principal seeking a highly organized and proactive Remote Administrative Assistant. The role provides day-to-day administrative support, including calendar and travel coordination, inbox management, research, expense tracking, vendor communication, and special projects while working independently across time zones.
Responsibilities
- Manage and maintain their calendar, including scheduling meetings across multiple time zones
- Coordinate domestic and international travel, including flights, hotels, ground transportation, visas, and detailed itineraries
- Monitor and organize email inboxes, draft correspondence, and prioritize communications
- Conduct research and compile information for business and personal projects
- Organize digital files, documents, and records to ensure information is easily accessible
- Assist with expense tracking, invoice management, and coordinating with accountants or external vendors
- Coordinate appointments, reservations, and administrative logistics
- Manage online purchases, refunds, returns, exchanges, and order tracking
- Serve as a reliable point of contact for vendors, partners, and external stakeholders
- Support special projects and ad hoc requests as they arise
- Continuously identify opportunities to improve systems, streamline processes, and create greater efficiency
- Confidently manage up by anticipating needs, bringing order to chaos, and ensuring priorities stay on track despite frequent changes
Skills
- 3+ years of experience supporting an executive, entrepreneur, or senior leader in an Administrative Assistant, Executive Assistant, or Operations role
- Exceptional organizational skills and meticulous attention to detail
- Strong written and verbal English communication skills
- Highly proactive and communicative with excellent follow-through and the ability to work independently
- Comfortable managing multiple priorities in a fast-paced, ever-changing environment
- Able to pivot quickly, reprioritize with ease, and remain calm when plans shift
- Strong problem-solving skills with a solutions-oriented mindset
- High level of discretion when handling confidential information
- Advanced proficiency with Google Workspace, Microsoft Office, Zoom, Slack, and other modern productivity tools
- Experience working remotely with distributed teams
- This is a fully remote position open to candidates based in PST timezone
- Candidates should have flexibility to overlap with the principal's working hours when needed
- Experience coordinating international travel and working across multiple time zones is strongly preferred
Benefits
- Fully remote position open to candidates based in PST timezone
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