Admin Support Specialist (Assistant) Full Time

About Scalesource

At Scalesource, we help U.S.-based companies build reliable, long-term remote teams with top global talent.

We don’t fill short-term gaps. We place people into roles where they become embedded in day-to-day operations and grow with the company over time.

The Role
This is not a task-based assistant role. You will act as the operational extension of an executive, helping them stay focused on high-impact work while you manage the moving parts around them.

You are expected to think ahead, prioritize effectively, and drive follow-through without needing constant direction.

What You’ll Be Doing
Executive Support

• Manage and prioritize complex calendars across multiple time zones
• Prepare agendas, meeting notes, and follow-ups
• Ensure the executive is organized, prepared, and focused on high-impact work

Communication

• Handle internal and external communication on behalf of the executive
• Follow up with team members, clients, and partners to ensure completion

Operations & Coordination

• Track tasks, projects, and deadlines across teams
• Coordinate execution and ensure nothing falls through the cracks
• Maintain and improve SOPs, workflows, and documentation

Administrative Support

• Manage invoices, expenses, and basic bookkeeping support
• Organize files, documents, and internal systems

Requirements

• Required Experience (Proven, Not Theoretical)
• Executive Support
• 3+ years supporting a C-level executive (CEO, founder, or equivalent)
• 3+ years managing complex calendars, meetings, and scheduling across time zones

Operations & Administration

• 2+ years handling invoicing, expenses, or basic bookkeeping support
• 3+ years creating SOPs, documentation, or improving internal workflows

Communication & Coordination

• 2+ years managing communication on behalf of an executive
• 3+ years coordinating teams, following up consistently, and ensuring deadlines are met

Work Setup Requirements

• Reliable computer and internet connection
• Ability to handle calls during your shift
• Comfortable using remote tools (email, CRM, internal platforms)

Schedule Note
This role follows U.S. business hours. Occasional flexibility may be needed depending on the team or business priorities.

Application Process

• Application + screening questions
• Assessment + intro video
• Live interview
• Placement & onboarding