technical administrative assistant

Peterman Maxcy Associates, LLC

Job Summary We are seeking a dynamic and highly organized Technical Executive Administrative Assistant to support our leadership team and streamline daily operations for our engineering and surveying office. This role is vital in ensuring efficient office management, precise project coordination, and comprehensive administrative support. The ideal candidate will possess exceptional organizational skills, be tech-savvy, and thrive in a fast-paced environment. Your proactive approach will help facilitate seamless communication, manage complex schedules, and contribute to the overall success of our organization. This paid position offers an exciting opportunity to develop your career while supporting high-level executives with professionalism and enthusiasm. Ability to handle sensitive information discreetly with integrity and confidentiality.Responsibilities<ul><li>Provide executive administrative support by assisting with the preparation of cost proposals, preparation of invoices and manage accounts payables and receivables.</li><li>Provide front desk support and handle complex phone systems with multi-line capabilities, practicing excellent phone etiquette to communicate effectively with clients, vendors, and team members.</li><li>Perform maintain filing systems, and manage document proofreading to ensure accuracy and clarity in all communications.</li><li>Assist with project coordination efforts by tracking deadlines, preparing reports, and liaising with various departments to ensure timely completion of initiatives.</li><li>Manage office supplies inventory, oversee front desk operations, and perform clerical duties including filing, photocopying, and handling incoming correspondence.</li><li>Use office management software such as Microsoft Office Suite and DocuSign for document signing and workflow automation to enhance productivity.</li></ul>Experience<ul><li>Proven experience as an administrative assistant or personal assistant supporting executives or teams in a fast-paced office environment.</li><li>Demonstrated proficiency in office management tasks including calendar management, data entry, filing systems, and customer service.</li><li>Strong background in assikstance with project coordination, accounting and general clerical responsibilities.</li><li>Excellent computer literacy skills across Microsoft Office (Word, Outlook, Excel, PowerPoint), and multi-line phone systems.</li><li>Exceptional organizational skills with exceptional attention to detail; ability to proofread documents accurately and perform transcription efficiently.</li><li>Prior experience in office experience roles such as front desk or reception is highly desirable.</li><li>Familiarity with assembly and preparation of submissions a plus. If none, training can be provided.</li><li>Join us as a Technical Executive Administrative Assistant where your energy meets opportunity! Be part of a vibrant team committed to excellence&mdash;supporting our leadership while advancing your professional growth every step of the way!</li></ul>Pay: $25.00 - $33.00 per hourBenefits:<ul><li>401(k)</li><li>401(k) matching</li><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Work Location: In person

Technical Executive Administrative Assistant

Antieau Holdings

Part-Time Remote Administrative Assistant (Multi-Business Support) &mdash; $25/hrWe&rsquo;re hiring a part-time Remote Administrative Assistant to support operations across several small businesses, including three art galleries nationwide, one bar/restaurant, and one psychology group practice.This role is ideal for someone who is highly organized, detail-oriented, and able to work independently while managing important administrative tasks across multiple business entities.Pay: $25/hour Hours: 25&ndash;30 hours/week (part-time) Location: RemoteKey Responsibilities<ul><li>Manage renewals for business licenses across several states</li><li>File and pay sales tax across multiple states</li><li>Handle invoicing and insurance billing (including medical billing when needed)</li><li>Create pitch decks and fast-turn visual materials using Canva (or similar tools)</li><li>Support administrative needs across all businesses as requested</li><li>Work within medical software platforms (SimplePractice strongly preferred)</li><li>Assist with basic marketing tasks including Google Ads, analytics, and ad purchases</li><li>Communicate with city/state regulatory agencies and navigate bureaucratic processes</li></ul>Ideal Candidate<ul><li>Self-starter with strong follow-through and accountability</li><li>Extremely organized and detail-oriented</li><li>Strong problem-solving skills and comfort managing multi-step tasks</li><li>Confident working independently and meeting deadlines</li><li>Experience with payroll and multi-state administrative work is a plus</li><li>Strong aesthetic eye and ability to create clear, visually compelling presentations</li></ul>To ApplyPlease send your resume and a short note describing your relevant experience and why you&rsquo;d be a great fit.Job Type: Part-timePay: $25.00 per hourExpected hours: 20 &ndash; 30 per weekWork Location: Hybrid remote in Detroit, MI 48201

Administrative Assistant- Hybrid/Remote

PULSE MEDIA

<div>
 
 Position Overview
 
 
 
 We are seeking a highly organized and proactive
 
 Business Administrative Assistant Specialist
 
 to provide comprehensive administrative and operational support in a fully remote environment. This role is ideal for professionals who excel at coordinating workflows, managing documentation, supporting leadership teams, and ensuring that daily business operations run efficiently and smoothly.
 
 
 As a Business Administrative Assistant Specialist, you will serve as a central support resource across departments, helping streamline processes, maintain accurate records, coordinate internal communications, and track key deliverables. This is a high-visibility role that requires attention to detail, strong communication skills, and the ability to manage multiple priorities in a structured, deadline-driven setting.
 
 
 This opportunity is well suited for individuals looking to build or expand a career in
 
 business operations, executive support, administrative management, or operations coordination
 
 within a remote-first organization.
 
 
 
 Key Responsibilities
 
 
 
 
 Administrative &amp; Executive Support
 
 
 
 <ul>
 <li>
 Provide day-to-day administrative support to leadership and cross-functional teams
 </li>
 <li>
 Manage calendars, coordinate meetings, and schedule virtual appointments
 </li>
 <li>
 Prepare reports, presentations, summaries, and internal documentation
 </li>
 <li>
 Assist with travel coordination, expense tracking, and general executive assistance tasks
 </li>
 <li>
 Draft and format professional communications and correspondence
 
 
 </li>
 </ul>
 
 Business Operations Support
 
 
 
 <ul>
 <li>
 Maintain operational trackers, dashboards, and internal workflow systems
 </li>
 <li>
 Monitor deadlines, deliverables, and project milestones
 </li>
 <li>
 Assist with process documentation and standard operating procedures (SOPs)
 </li>
 <li>
 Support onboarding processes and internal compliance documentation
 </li>
 <li>
 Coordinate approvals and ensure documentation is complete and organized
 
 
 </li>
 </ul>
 
 Data &amp; Documentation Management
 
 
 
 <ul>
 <li>
 Update and maintain spreadsheets, databases, and shared systems
 </li>
 <li>
 Review records for accuracy, completeness, and consistency
 </li>
 <li>
 Organize digital files using standardized naming conventions and folder structures
 </li>
 <li>
 Prepare periodic reports and summaries for leadership review
 </li>
 <li>
 Maintain confidentiality of sensitive business information
 
 
 </li>
 </ul>
 
 Communication &amp; Cross-Functional Coordination
 
 
 
 <ul>
 <li>
 Serve as a liaison between departments to ensure alignment
 </li>
 <li>
 Support internal communications and follow-ups
 </li>
 <li>
 Assist with meeting agendas, note-taking, and action item tracking
 </li>
 <li>
 Coordinate project updates and ensure stakeholders remain informed
 </li>
 <li>
 Help improve collaboration across distributed teams
 
 
 </li>
 </ul>
 
 Process Improvement &amp; Quality Control
 
 
 
 <ul>
 <li>
 Identify inefficiencies in administrative workflows
 </li>
 <li>
 Recommend improvements to systems and documentation practices
 </li>
 <li>
 Ensure adherence to established policies and operational standards
 </li>
 <li>
 Support quality control by reviewing documentation before submission
 </li>
 <li>
 Contribute to continuous improvement initiatives
 
 
 </li>
 </ul>
 
 Performance Expectations
 
 
 
 <ul>
 <li>
 High accuracy and consistency in administrative tasks
 </li>
 <li>
 Strong organizational discipline and time management
 </li>
 <li>
 Clear and proactive communication
 </li>
 <li>
 Ability to manage multiple priorities without compromising quality
 </li>
 <li>
 Reliable follow-through on assigned tasks
 
 
 </li>
 </ul>
 
 Required Qualifications
 
 
 
 <ul>
 <li>
 Previous experience in administrative support, business operations, or executive assistance preferred
 </li>
 <li>
 Strong written and verbal communication skills
 </li>
 <li>
 Proficiency in Microsoft Office or Google Workspace (Word, Excel, Docs, Sheets)
 </li>
 <li>
 Comfortable using collaboration and project management tools
 </li>
 <li>
 Strong attention to detail and ability to follow structured processes
 </li>
 <li>
 Ability to work independently in a remote environment
 </li>
 <li>
 Reliable internet connection and access to a computer suitable for remote work
 
 
 </li>
 </ul>
 
 Preferred Skills
 
 
 
 <ul>
 <li>
 Experience supporting remote or distributed teams
 </li>
 <li>
 Familiarity with CRM systems, workflow automation tools, or internal dashboards
 </li>
 <li>
 Basic reporting or analytics exposure
 </li>
 <li>
 Strong multitasking and prioritization abilities
 </li>
 <li>
 Interest in business operations, project coordination, or management support
 
 
 </li>
 </ul>
 
 Work Environment &amp; Schedule
 
 
 
 <ul>
 <li>
 Fully remote / work-from-home role
 </li>
 <li>
 Structured workflows with defined deliverables
 </li>
 <li>
 Flexible scheduling within agreed availability windows
 </li>
 <li>
 Training and documentation provided
 </li>
 <li>
 Opportunities for professional growth and advancement
 
 
 </li>
 </ul>
 
 Career Growth &amp; Advancement
 
 
 
 This role provides exposure to leadership operations, cross-functional coordination, and structured business systems. High-performing candidates may progress into
 
 Senior Administrative Specialist, Operations Coordinator, Executive Assistant, Business Operations Analyst, or Project Support Manager
 
 roles.
</div>

Business Administrative Assistant Specialist (Remote)

Title Authority, LLC

Title Authority LLC located in Princeton NJ is a fast-growing title insurance company in the real estate business. We handle the closings for all real estate purchases and mortgage refinances; and provide the title insurance.We work with all parties involved in any real estate transactions, such as attorneys, loan officers, real estate agents, tax offices, homeowner associations, buyer and borrowers, etc..We are looking for an Administrative Assistant (no title experience is required but with potential to become a title processor).For Administrative Assistant position, the scope of the works including:<ul><li>Enter real estate purchase or refinance orders;</li><li>Order the title searches with the county clerk&rsquo;s offices, township tax offices, NJ Superior Court, FEMA Flood record, NJ business registrations, etc.;</li><li>Help with compiling the list of the requirements to clear the title issue and be ready for the closings;</li><li>Order surveys, payoff and homeowner association statements;</li><li>Organize the office, handle mail (including FedEx/UPS) and phone calls.</li></ul>After training, the following responsibility will be added:<ul><li>Help the title commitment; resolve title issues; review deed;</li><li>Collaborate on CD and HUD; handle disbursement;</li><li>Prepare and/or conduct the closings</li><li>Prepare paper and E-recording</li><li>Run county search on the lien discharge and help with title policy;</li></ul>The title experiences are not required to start the job. We will provide the title training. However, a strong working experience, a strong computer skill and a good work ethic are must. The following qualifications are also required:<ul><li>Bachelor's Degree is required</li><li>extensive experiences in computer with Microsoft Windows and Office (outlook, word and excel);</li><li>accounting skill and good at numbers, a big plus</li><li>analytic and detective mind; and faster learner;</li><li>extremely detail oriented and dependable;</li><li>strong communication skill;</li><li>team player with great work ethic;</li><li>understanding of real estate title and mortgage business, a big plus;</li></ul>The paid holiday, vacation, sick day and 401K benefits will be provided.Job Types: Full-time, ContractPay: $40,000.00 - $60,000.00 per yearBenefits:<ul><li>401(k)</li><li>Paid time off</li></ul>Education:<ul><li>Bachelor's (Required)</li></ul>Work Location: In person

Title Processor Assistant/Administrative Assistant

Space Oddity

The Role
 The Administrative & Traffic Coordination Assistant is responsible for ensuring the smooth and efficient operation of the office while providing essential administrative and coordination support. The role combines strong organizational skills, attention to detail, and clear communication to support internal teams and ensure effective coordination of administrative and project-related activities. The position supports multiple departments and contributes to project traffic management, ensuring tasks, timelines, and deliverables are tracked and coordinated efficiently across Job Duties and Responsibilities: - Administrative & Office Support: Manage calendars, meetings, correspondence, reports, and travel arrangements. - Office Operations & Facilities Management: Oversee office supplies, vendor coordination, and facilities management. - Project Traffic & Coordination: Track projects, deadlines, and deliverables; maintain project trackers and follow up with teams. - Event & Project Support: Coordinate internal meetings, events, and support production logistics. - HR & IT Support: Assist with recruitment coordination, onboarding documentation, and IT asset tracking. - Communication & Collaboration: Act as a central coordination point across departments.
 
Requirements
 Required Qualifications: - Bachelor's degree in Business Administration, Office Management or a related field. - Proven experience in office management, administrative support, or a similar role, preferably in a creative or advertising agency setting. - Strong organizational skills, with the ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment. - Excellent communication skills, both verbal and written, with a professional and friendly demeanor. - Proficiency in office productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint). - Attention to detail and problem-solving skills, with the ability to anticipate needs, identify issues, and implement effective solutions. - Strong interpersonal skills, with the ability to interact with individuals at all levels of the organization and establish positive working relationships. - Discretion and confidentiality when handling sensitive information. - Proactive attitude, with a capacity to embrace challenges and an enthusiasm to take initiative in office coordination tasks. Required Competencies: - Organization and Time Management: Ability to manage multiple administrative and project-related priorities in parallel. - Attention to Detail: Strong accuracy in tracking tasks, timelines, and documentation. - Communication & Coordination: Clear, professional communication with internal teams and external partners. - Problem-Solving: Ability to anticipate issues, identify workflow gaps, and propose practical solutions. - Adaptability & Team Collaboration: Comfortable working in a fast-paced, project-driven environment. - Professionalism & Confidentiality: High level of discretion when handling sensitive information.
 
About the company
 Space Oddity is a fully integrated advertising agency with offices in the UAE and Lebanon since 2009. Our eclectic team of talents believes that groundbreaking concepts come from a spotless know-how and a pinch of eccentricity.

Administrative And Traffic Coordination Assistant

Proliant

<div>Tax Administrative Assistant
Are you passionate about solving real business problems and helping people thrive in the #PeopleFirst Economy? Are you a life-long learner? Then ProLiant might be the place for you!
ProLiant is seeking a Tax Administrative Assistant to join our team in Atlanta, GA (Perimeter Mall area).
We want individuals who&hellip;
<ul><li>Truly care and are passionate about the work they do</li>
<li>Want to see and feel success in themselves, their teams, and the employees they serve</li>
<li>Aren&rsquo;t afraid to solve real business problems for customers</li>
<li>Want to be continually developed</li>
<li>Who are proud to talk about the #Community they are a part of</li>
<li>Who are #ProLiantProud</li>
</ul>
But first, more about us!
ProLiant powers the #PeopleFirst Economy. We deliver fully integrated, cloud-based People Tools that simplify payroll and all HR processes while improving accuracy and ensuring full industry compliance for over 6,000 customers in multiple industries in all 50 states.
We believe that with the right HR technology in place, businesses can thrive in this ever-changing world. However, technology is not the answer alone. We arm you with an award-winning professional services team to solve your HR related business problems. We offer the highest quality personalized customer service possible.
We are in search of inspired people looking to do inspiring work. We are looking for individuals have a desire to work in one of the most dynamic sectors of technology - HR Tech.
Job Responsibilities:
<ul><li>Assist with maintaining Federal and State Power of Attorney forms</li>
<li>Assist with backdated payroll processing for amended return preparation</li>
<li>Distribute general department emails to appropriate point of contact.</li>
<li>Sort and distribute tax notice mail.</li>
<li>Assist with term processing</li>
<li>Enter tax issues into Agency Notice Tracking System (ANTS)</li>
<li>Assist in researching, tracking and resolving tax issues on a timely basis</li>
<li>Process EFT/ACH authorization forms</li>
<li>Enroll clients in agency online systems</li>
<li>Review and setup new client year end delivery instructions</li>
<li>Assist with W2 corrections</li>
<li>Enter and update tax identification numbers and unemployment rates</li>
<li>Apply for tax identification numbers on behalf of clients</li>
<li>Assist Proliant tax team as needed with various projects</li>
<li>Demonstrate initiative by constantly looking for and recommending ways to improve Proliant operations and/or customer service</li>
</ul>
Job Requirements:
<ul><li>Bachelor&rsquo;s Degree- Great opportunity for recent college graduates!</li>
<li>Excellent Attention to Detail</li>
<li>Ability to Multitask in a Dynamic Environment in a massively growing industry</li>
<li>Good communication and problem solving skills</li>
<li>Aptitude and Desire for Continuous Learning</li>
<li>Ability to Meet Deadlines and meet customer expectations</li>
<li>Experience with Microsoft Office (especially Excel)</li>
<li>Willing to work additional hours as needed to meet our filing deadlines</li>
<li>Love good technology</li>
<li>1 year administrative, accounting, payroll, data entry, or related experience preferred</li>
</ul>
Compensation: $18- $22/hour
Open to full-time or part-time, but must be in the office daily M-F
This is an amazing opportunity! We are scaling rapidly and we believe in promotion from within. Our team is world class and the awards and rankings year over year prove it. Just check out our Glassdoor reviews! We offer a great work environment with excellent benefits. Apply today if you would like to find out more!</div>

Tax Administrative Assistant

Vanderbilt University Medical Center

<div>Discover Vanderbilt University Medical Center : Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt&rsquo;s mission is to advance health and wellness through preeminent programs in patient care, education, and research.
Organization:
Ob-Gyn
Job Summary:
In your pivotal role as Sr. Administrative Assistant, you will handle an array of administrative support tasks to include
 
 
<ul><li>Managing outlook calendars
</li><li>Scheduling and organizing meetings
</li><li>Coordinating travel
</li><li>Preparing itineraries
</li><li>Problem solving
</li><li>Handling confidential information
</li><li>Serving as a point of contact for the department.
</li></ul> 
REQUIRED:
 
<ul><li>HSD/GED
</li><li>4 years of relevant experience
</li><li>Customer Service
</li><li>Proficiency with Microsoft Office
</li><li>Experience with Workday is a plus
</li></ul> 
You will work 40 hours weekly with flexible start time as early as 7:00 AM but no later than 8:30 AM. You will work on site Monday and Wednesday in our office located at Medical Center North on Medical Center Dr. in Nashville, TN. You may work remotely Tuesday and Thursday with alternating Fridays where you will work in the office every 2nd and 4th Friday and remotely every 1st and 3rd Friday.
.
DEPARTMENT SUMMARY:
In order to address the pressing needs of women in today&rsquo;s world, the Department of Obstetrics and Gynecology at VUMC is dedicated to excellence in clinical and population women&rsquo;s health care, to training the next generation of women&rsquo;s health care providers, and to answering important clinical and biologic questions in women&rsquo;s health. For more information, please visit https://www.vumc.org/obgyn/about-us/welcome-from-the-chair .
<div>KEY RESPONSIBILITIES
 
<ul><li>Performs a variety of administrative support which may include, but not limited to, scheduling, booking travel and budget reconciliation.
</li><li>Ensures data/records are created and maintained to document financial, planning, correspondence, procedures, processes and other information.
</li><li>Compiles data, analyzes information and summarizes findings in support of an area.
</li><li>Prepares reports and other documentation as requested.
</li><li>The responsibilities listed are a general overview of the position and additional duties may be assigned.
</li></ul> 
TECHNICAL CAPABILITIES
 
<ul><li>Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures.
</li><li>Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports.
</li><li>Financial Processes (Novice): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.
</li><li>Clerical/Administrative (Intermediate): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing.
</li><li>Data Analysis (Intermediate): The ability to analyze data in an accurate manner.
</li></ul></div>Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.
At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.
Core Accountabilities:
* Organizational Impact: Performs non-routine tasks that significantly impact team's performance with minimal guidance. * Problem Solving/ Complexity of work: Conducts research and analysis to solve some non-routine problems.* Breadth of Knowledge: Applies broad job knowledge and has basic job skills in other areas.* Team Interaction: Provides informal guidance and support to less experienced team members.
Core Capabilities :
Supporting Colleagues: - Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas. - Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service. - Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.- Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond.- Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively: - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation: - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.
Position Qualifications:
Responsibilities:
Certifications:
Work Experience:
Relevant Work Experience 
 
Experience Level:
4 years
Education:
High School Diploma or GED
Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled.</div>

Sr. Administrative Assistant - Hybrid Remote

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