Job Description – Remote Administrative Assistant
We are seeking a detail-obsessed, solution-driven Administrative Assistant who can operate at an executive level. This role requires a sharp eye, the ability to draft professional documents, and the discipline to manage fast-paced workflows. You’ll be entrusted with organizing critical data, managing communications, supporting operations, and creating documentation that reflects a perfectionist’s mindset.
About Apex Signature
Apex Signature is a consulting firm specializing in facilities management, education, and technology. We prioritize situational intelligence, precision, and results. Our team thrives on proactive thinking, high standards, and effective communication.
Core Responsibilities
Communication Management
Draft professional emails with a focus on clear communication
Manage inbox follow-ups and communication threads with clients, government contacts, and partners.
Document Creation & Data Management
Create SOPs, reports, memos, and updates.
Maintain high-quality records using Notion, Google Sheets, and Google Drive.
Fill and edit PDF documents using Adobe Acrobat.
Problem-Solving & Workflow Support
Spot errors before they become problems (missing signatures, date mismatches, unclear instructions).
Offer clear solutions with each identified issue and implement fixes independently where appropriate.
Client & Contract Coordination
Communicate with partners and clients to obtain documents, confirm schedules, and track deliverables.
Maintain CRM and Notion databases with current contract information and timelines.
Create, organize, and distribute SOPs and Loom/Guidde walkthroughs for internal use.
Team & Onboarding Support
Prepare checklists and SOPs for onboarding new team members.
Coordinate internal calendars, recurring reminders, and deadlines using Google Calendar and Outlook Calendar
Required Skills & Traits
Problem-Solving: Proactively identifies issues and presents actionable solutions.
Detail Orientation: Checks work for accuracy so that nothing is missed
Clear Communication: Understand how to communicate verbally, via email and with extreme proficiency.
SOP Development: Able to write and record clear standard operating procedures using tools like Loom and Guidde.
Tech Confidence: Quick to learn and use new tools, platforms, and portals with minimal instruction.
Data Integrity: Expert at clean entry, version control, and organized document naming and storage.
Adaptability: Embraces change, learns fast, and adjusts to new instructions quickly.
Professionalism & Discretion: Handles sensitive data and client-facing tasks with confidentiality and care.
Tools You’ll Use
AI Tools: ChatGPT, Claude
Documentation & Workflow: Notion, Google Docs, Google Sheets, Adobe Acrobat (PDF editing)
Communication: Gmail, Outlook, Slack
Calendar Management: Google Calendar, Outlook Calendar, Notion Calendar
Recording & Training: Loom, Guidde
File Organization & Sharing: Google Drive, Notion
Qualifications
Education: Diploma or higher in Business Administration, Communications or a related field and Job Experience
Experience: At least 1 year in a remote administrative role with heavy written communication, document creation, and task coordination responsibilities.
Availability
Work Hours: 8 AM – 3 PM EDT
Compensation & Contract Details
Pay Rate: Competitive; based on experience
Start Date: July 21st (flexible for the right candidate)
Growth Opportunities
Opportunity to grow into a senior admin or operations support role with additional leadership responsibilities.
How to Apply
Please apply here or email your CV and a cover letter to [email protected].
Job Type: Full-time
Pay: From $30,000.00 per year
Benefits:
Flexible schedule
Work Location: Remote
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