Administrative Assistant

Job Title: Administrative Assistant (Multi-Entity Support)

Virtual Full Time Position

Position Summary

We are seeking a highly organized, detail-oriented Administrative Assistant to provide administrative support across multiple business entities. This role is responsible for ensuring efficient day-to-day operations by managing communications, coordinating services, and supporting internal teams through a wide range of administrative functions.

The ideal candidate is proactive, adaptable, and capable of multitasking in a fast-paced, multi-portfolio environment.

Key Responsibilities

Communication & Coordination

Answer and manage incoming telephone calls, emails, and general inquiries

Direct inquiries to the appropriate departments or personnel

Maintain professional and responsive communication with clients, partners, and internal teams

Track communications and ensure timely responses and follow-ups

Administrative Support

Perform general administrative duties including filing, data entry, and document preparation

Maintain organized records across multiple business entities

Assist with scheduling meetings, appointments, and calendars

Prepare reports, summaries, and correspondence as required

Service Coordination

Coordinate services and requests between departments and external providers

Ensure all requests are logged, tracked, and followed through to completion

Monitor progress and provide updates to stakeholders

Information Management

Maintain accurate databases and records

Ensure proper documentation and information flow between departments

Assist in maintaining compliance with company procedures and protocols

Cross-Entity Support

Provide administrative assistance across multiple business units

Adapt to varying priorities and workflows between different entities

Support business operations, projects, and team initiatives

Ad Hoc Duties

Perform additional administrative and operational tasks as assigned

Support special projects, events, or business initiatives

KPIs & Performance Metrics

1. Communication Efficiency

Response Time:

Emails responded to within 24 hours

Calls answered or returned within same business day

Call Handling Quality:

Accurate routing of inquiries (≥95% correctly directed)

Follow-Up Completion Rate:

≥95% of inquiries tracked and closed

2. Task & Workflow Management

Task Completion Rate:

≥95% of assigned tasks completed on time

Turnaround Time:

Standard admin requests completed within 24–48 hours

Backlog Control:

Maintain minimal pending tasks (target: