Note: The job is a remote job and is open to candidates in USA. Talentoma is hiring an Administrative Associate to coordinate incoming administrative requests, meeting materials, shared information, and routine follow-up for a distributed business team. The role supports team members and department contacts by clarifying requests, organizing information, scheduling discussions, and tracking work through resolution.
Responsibilities
- Receive administrative requests through a shared queue, email, scheduled calls, and team messages, then identify the request owner, purpose, due date, and needed next step
- Review submitted details for completeness, ask the requester for missing information, and record clear task notes in a project management workspace such as Wrike
- Maintain task lists, due dates, status updates, and reminders so team members can see current priorities and pending follow-up
- Coordinate meeting invitations, prepare basic agendas, confirm attendance, and share approved meeting materials using a video conferencing platform such as GoToMeeting
- Draft routine internal and external messages from approved information, route questions to the appropriate team member, and track responses until the request is resolved
- Organize shared folders and reference materials, apply consistent file names, and use a PDF tool such as Adobe Acrobat to review page order and readability
- Prepare simple presentation materials from supplied content using a presentation platform such as Prezi, checking that details match the source information
- Support approved acknowledgment workflows through a digital signature platform such as DocuSign and notify the administrative team lead when an item remains pending
- Use a visual collaboration board such as Miro to organize discussion inputs, action items, and assigned owners after team meetings
- Escalate unclear priorities, sensitive requests, repeated delays, or conflicting instructions to the administrative team lead, and maintain complete notes for handoff
- Meet quality expectations through accuracy, timely turnaround, complete notes, organized materials, and reliable follow-up on open requests
Skills
- High school diploma or equivalent
- Familiarity with office coordination, meeting support, shared information organization, and routine administrative workflows
- Ability to use a project management workspace such as Wrike to update tasks, deadlines, owners, and status notes
- Ability to work with a PDF tool such as Adobe Acrobat, a digital signature platform such as DocuSign, and a video conferencing platform such as GoToMeeting
- Clear written and verbal communication for requesting details, confirming next steps, and providing concise updates
- Ability to follow established procedures, manage changing priorities, and raise questions when instructions are incomplete
- Authorization to work in the United States
- Related experience preferred
Benefits
- Fully remote work from home in New Jersey, United States.
- Structured onboarding and training on Wrike, Adobe Acrobat, DocuSign, GoToMeeting, Miro, and Prezi.
- Regular check-ins with the administrative team lead to review priorities, questions, and progress.
- Opportunities to build skills in task tracking, meeting support, written coordination, presentation preparation, and shared workspace organization.
- Health coverage
- Paid leave
- A 401(k)
- Maternity leave
- Bonus opportunities
Company Overview