Apex Signature

Compensation

Full Description

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 info@apexsignature.com. Job Type: Full-time Pay: From $30,000.00 per year Benefits: • Flexible schedule Work Location: Remote