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: <10 active overdue items) 3. Service Coordination Performance Request Tracking Accuracy: 100% of service requests logged and documented Completion Rate: ≥90% of coordinated requests completed within agreed timelines Stakeholder Updates: Regular updates provided on all active requests 4. Data & Record Accuracy Data Entry Accuracy: ≥98% accuracy in records and documentation File Management: All systems maintained in organized and audit-ready condition Compliance Adherence: 100% compliance with internal documentation procedures 5. Productivity & Time Management Multi-Entity Efficiency: Ability to manage workload across multiple entities without delays Calendar Management Accuracy: ≥98% accuracy in scheduling (minimal conflicts/errors) Work Prioritization: Demonstrates effective prioritization of urgent vs routine tasks 6. Customer & Internal Satisfaction Response Quality: Positive feedback from internal teams and clients Professionalism: Maintains high standard of communication and service delivery Issue Resolution: Timely and effective handling of escalations 7. Initiative & Adaptability Process Improvement Contributions: Identifies and suggests workflow improvements Flexibility: Effectively adapts to shifting priorities and business needs Reliability: Consistent performance with minimal supervision Qualifications & Requirements Proven experience in an administrative or office support role Strong organizational and time management skills Excellent verbal and written communication skills Ability to multitask and prioritize across multiple responsibilities Proficiency in Microsoft Office (Word, Excel, Outlook) Professional demeanor with strong customer service orientation High level of discretion and confidentiality Reporting Line Reports to: Operations Manager / Business Development Manager