[Remote] Administrative Specialist

Note: The job is a remote job and is open to candidates in USA. Talentoma is hiring an Administrative Specialist to support its administrative team by organizing incoming requests, maintaining calendars, coordinating meetings, and keeping task information current. The role coordinates with department coordinators, managers, and external contacts to clarify details and move requests forward.

Responsibilities

• Receive administrative requests through shared email, calendar invitations, task queues, and phone messages, then sort them by urgency and purpose
• Review request details for complete contact information, requested dates, meeting needs, and next actions before beginning coordination
• Enter request status, key details, and concise progress notes in a project management tool such as Wrike
• Maintain calendars, schedule meetings, send invitations, and identify conflicts using a scheduling and calendar tool such as Acuity Scheduling
• Prepare meeting materials, summaries, and formatted updates using a PDF editing tool such as Adobe Acrobat and a desktop publishing tool such as Microsoft Publisher
• Update trackers and organize task details in a spreadsheets and data entry tool such as LibreOffice Calc
• Submit routine expense details through an expense management system such as SAP Concur and route questions to the appropriate administrative contact
• Follow up with requesters, coordinators, or managers when details are missing, dates change, or approvals remain outstanding
• Escalate urgent scheduling conflicts, incomplete requests, or repeated delays to the administrative team lead with clear notes
• Meet quality standards through accurate entries, prompt turnaround, complete notes, and consistent follow-up on assigned requests

Skills

• High school diploma or equivalent
• Working knowledge of coordinating calendars, meetings, routine requests, task updates, and professional correspondence
• Familiarity with a project management tool such as Wrike, a scheduling and calendar tool such as Acuity Scheduling, and a spreadsheets and data entry tool such as LibreOffice Calc
• Ability to prepare clear materials using a PDF editing tool such as Adobe Acrobat and a desktop publishing tool such as Microsoft Publisher
• Comfort using an expense management system such as SAP Concur to organize routine expense details
• Strong written and verbal communication for confirming details, providing status updates, and escalating concerns professionally
• Authorization to work in the United States
• About 1-2 years preferred in administrative coordination, office support, scheduling, or a related desk-based role

Benefits

• Fully remote work from a dedicated home workspace in New York, United States.
• Structured onboarding and training on Wrike, Acuity Scheduling, LibreOffice Calc, Adobe Acrobat, Microsoft Publisher, and SAP Concur.
• Regular check-ins with the administrative team lead to review priorities, questions, and progress.
• Opportunity to build skills in calendar coordination, meeting support, task tracking, and professional correspondence.
• Health coverage
• Paid leave
• A 401(k)
• Maternity leave
• Bonus opportunities

Company Overview