What are the responsibilities and job description for the Administrative Assistant position at HHM Talent?
HHM Talent is assisting a client in their search for a remote, part-time Administrative Assistant in the greater Chattanooga area to support the CEO.
Position Overview
The Administrative Assistant will provide administrative support in managing a variety of personal, financial, legal, and international administrative matters. This position requires exceptional attention to detail, outstanding organizational skills, and the ability to handle highly confidential information with professionalism and sound judgment.
The ideal candidate is highly organized, technologically savvy, proactive, resourceful, comfortable working independently, and confident communicating with professionals in English across multiple countries and disciplines.
Work hours for this position are 8am – noon Eastern Standard Time or 7am - 11am Central Time.
Responsibilities
Position Overview
The Administrative Assistant will provide administrative support in managing a variety of personal, financial, legal, and international administrative matters. This position requires exceptional attention to detail, outstanding organizational skills, and the ability to handle highly confidential information with professionalism and sound judgment.
The ideal candidate is highly organized, technologically savvy, proactive, resourceful, comfortable working independently, and confident communicating with professionals in English across multiple countries and disciplines.
Work hours for this position are 8am – noon Eastern Standard Time or 7am - 11am Central Time.
Responsibilities
- Email Triage & Summary:
- Monitor, prioritize, file and respond to email correspondence on behalf of the client.
- Provide daily summary with recommended action items for client.
- Escalate urgent deadlines by phone within preferred time frame.
- Document Archiving
- Save documents using client's preferred organization structure and index utilizing Excel.
- Follow retention guidelines.
- Coordinate communications with attorneys, tax advisors, financial professionals, non-profit organizations, and other external partners in the United States, United Kingdom, and Continental Europe.
- Assist with administrative matters related to Family Office.
- Manage administrative responsibilities for multiple international residential properties, including:
- Processing invoices and paying recurring bills
- Tracking expenses
- Maintaining organized financial records
- Maintain accurate digital files, records, and documentation across multiple projects and responsibilities.
- Leverage AI tools to improve efficiency, organize information, draft communications, and streamline administrative workflows.
- Handle sensitive and confidential information with the highest level of discretion.
- Perform additional administrative and executive support duties as assigned.
- Associate's degree required, bachelor's degree preferred.
- Minimum of 2 years' previous experience in an administrative assistant, executive assistant, or similar administrative support role.
- Located within two hours of Chattanooga, TN.
- Exceptional organizational and time management skills with strong attention to detail.
- Demonstrated ability to maintain strict confidentiality and exercise sound judgment.
- Strong written and verbal communication skills with professionalism to interact effectively with individuals from diverse cultural, professional, and socioeconomic backgrounds.
- Comfortable communicating with attorneys, tax professionals, financial advisors, and other high-level stakeholders.
- Strong technology skills with the ability to quickly learn new systems and software.
- Working knowledge of AI tools for productivity and administrative support; experience with Claude AI is strongly preferred.
- Ability to work independently, prioritize competing tasks, and meet deadlines with minimal supervision.
- Experience working with international clients, businesses, organizations preferred.
- Familiarity with cross-border administrative or financial matters, preferred.
- Conversational proficiency in French or Italian, preferred.
- This is an hourly position. Compensation is based on experience.
- Worker's comp included.
- Health Care benefits not provided.
- Remote with potential for occasional in-person meetings with client as requested.