Cobalto Talent

Administrative Assistant

Cobalto Talent

full-time

Posted on:

Location Type: Remote

Location: United States

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About the role

  • Manage complex leadership scheduling across time zones
  • Coordinate internal/external meetings and travel logistics
  • Anticipate and prevent scheduling conflicts
  • Prepare agendas and meeting materials
  • Take structured meeting notes and track action items
  • Ensure follow-through and accountability
  • Coordinate documentation, system access, and scheduling
  • Ensure smooth transitions for new and departing team members
  • Review resumes and conduct initial discovery calls
  • Process invoices and track receivables
  • Follow up with clients professionally
  • Support month-end reporting and audit preparation
  • Draft and format contracts, reports, and client deliverables
  • Maintain version control and SOP compliance
  • Manage e-signature workflows
  • Identify inefficiencies and implement workflow improvements
  • Create scalable administrative systems

Requirements

  • 3–5 years of experience in administrative or operations support
  • Experience in professional services or remote-first environments
  • Familiarity with invoicing tools and AR tracking (QuickBooks preferred)
  • Strong Excel skills and comfort learning new tech tools
  • Experience with tools like DocuSign, HubSpot, Notion, or similar
  • Excellent written and verbal communication skills
  • Comfortable communicating with C-level stakeholders
  • Exceptional organization and attention to detail
  • High discretion with confidential information
  • Self-starter mindset with strong problem-solving ability
Benefits
  • Competitive base salary (based on experience)
  • Clear growth path within a scaling firm
  • Entrepreneurial, ownership-driven culture
  • Direct exposure to leadership and strategic initiatives
  • Remote work flexibility (PST/CST schedule, Monday–Friday)
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
administrative supportoperations supportinvoicingaccounts receivable trackingExcelworkflow improvementsdocument managementcontract draftingreport preparationversion control
Soft Skills
communicationorganizationattention to detaildiscretionproblem-solvingself-starterleadershipanticipationaccountabilitycoordination