[Hiring] Administrative Associate @Talentoma

Role Description

Working in a scheduling and calendar tool such as Google Calendar and a project management tool such as Asana, the Administrative Associate organizes everyday administrative requests and meeting arrangements. This temporary position supports the administrative team under an administrative team lead, helping colleagues receive accurate information and timely assistance. The associate works with internal requesters, meeting organizers, and department contacts to keep routine activities moving without missed details. This is a fully remote, desk-based work from home position in Oregon, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

• Review incoming administrative requests from a shared email inbox and task queue, identifying the requester, requested action, due date, and any missing instructions.
• Enter assigned tasks into a project management tool such as Asana, recording priorities, responsible contacts, current status, and the next action needed for completion.
• Check meeting requests for purpose, attendee availability, duration, and required materials before proposing times through a scheduling and calendar tool such as Google Calendar.
• Send meeting invitations, update approved changes, and confirm that attendees receive current joining details, agendas, and preparation instructions before the meeting begins.
• Prepare routine agendas, task status reports, and meeting summaries using a word processor such as Microsoft Word, following supplied templates and checking names and dates.
• Take clear meeting notes when assigned, capture decisions and action items, and share summaries with the meeting organizer for review before distribution.
• Update internal contact lists and administrative trackers from approved sources, checking entries for completeness and asking the requester to clarify inconsistent information.
• Follow up with colleagues when required details or responses are overdue, explaining what is needed and updating the task status after each contact.
• Escalate conflicting priorities, unresolved scheduling issues, and requests outside established instructions to the administrative team lead, including a concise explanation of the obstacle.
• Close completed tasks after confirming the requested action, and maintain complete notes; quality is judged by accuracy, turnaround, complete notes, and dependable follow-up.

Qualifications

• High school diploma or equivalent.
• No experience required; related administrative assistance, office support, or meeting coordination experience preferred.
• Basic understanding of administrative workflows, office procedures, meeting preparation, task tracking, and handling internal information with discretion.
• Familiarity with a scheduling and calendar tool such as Google Calendar, or willingness to learn its invitation and availability features.
• Ability to learn a project management tool such as Asana and a word processor such as Microsoft Word through guided practice.
• Clear written and verbal communication, including concise updates, courteous follow-up, and questions that resolve incomplete requests.
• Ability to compare details carefully, organize competing requests, and follow established instructions while recognizing when guidance is needed.
• A reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Benefits

• Fully remote work from home in a desk-based administrative position.
• Structured onboarding and training on a scheduling and calendar tool such as Google Calendar, a project management tool such as Asana, and a word processor such as Microsoft Word.
• Regular check-ins with the administrative team lead for guidance, questions, and feedback.
• Opportunities to build virtual assistance, meeting coordination, report preparation, and administrative support skills through routine assignments.
• Health coverage, paid leave, maternity leave, bonus opportunities, and stipends.