[Hiring] Admin Support Specialist (Assistant) @Scalesource

Role Description

This is not a task-based assistant role. You will act as the operational extension of an executive, helping them stay focused on high-impact work while you manage the moving parts around them. You are expected to think ahead, prioritize effectively, and drive follow-through without needing constant direction.

What You’ll Be Doing

• Executive Support
  • Manage and prioritize complex calendars across multiple time zones
  • Prepare agendas, meeting notes, and follow-ups
  • Ensure the executive is organized, prepared, and focused on high-impact work
• Communication
  • Handle internal and external communication on behalf of the executive
  • Follow up with team members, clients, and partners to ensure completion
• Operations & Coordination
  • Track tasks, projects, and deadlines across teams
  • Coordinate execution and ensure nothing falls through the cracks
  • Maintain and improve SOPs, workflows, and documentation
• Administrative Support
  • Manage invoices, expenses, and basic bookkeeping support
  • Organize files, documents, and internal systems

Qualifications

• 3+ years supporting a C-level executive (CEO, founder, or equivalent)
• 3+ years managing complex calendars, meetings, and scheduling across time zones
• 2+ years handling invoicing, expenses, or basic bookkeeping support
• 3+ years creating SOPs, documentation, or improving internal workflows
• 2+ years managing communication on behalf of an executive
• 3+ years coordinating teams, following up consistently, and ensuring deadlines are met

Requirements

• Reliable computer and internet connection
• Ability to handle calls during your shift
• Comfortable using remote tools (email, CRM, internal platforms)

Schedule Note

This role follows U.S. business hours. Occasional flexibility may be needed depending on the team or business priorities.

Application Process

• Application + screening questions
• Assessment + intro video
• Live interview
• Placement & onboarding