Administrative Assistant

We're a growing operations and safety consulting firm looking for a sharp, organized full-time admin assistant to keep our business running smoothly behind the scenes. You'll be the connective tissue across finance, HR, compliance, and client coordination, freeing the owners to stay focused on clients and growth. This role is mostly remote, varied, and built for someone who takes ownership without needing to be asked twice.

Calendar & scheduling

·        Own and maintain the owner's calendars, coordinate meetings, book travel, protect focus time, and send reminders for upcoming commitments

Proposals & quotes

·        Format, track, file, and follow up on proposals. Build quotes from templates using details provided by the owners

Email marketing

·        Manage campaigns in HubSpot, track contact lists, monitor open rates and engagement, and keep the program running on schedule

·        Manage paperwork, scheduling, system access, and checklists for new hires and incoming clients. No steps dropped

·        Special projects & customer reports

·        Research and shortlist vendors or providers, prepare comparison summaries, and prepare customer reports for owner review

·        HubSpot CRM

·        Routine data entry, contact updates, list management, and basic reporting. Training provided.

·        Expense tracking & benefits administration

·        Track billable vs. non-billable expenses, manage benefits enrollment, and handle vendor and employee communications

·        Assist clients at startup by scanning, loading, and building complete Electronic Driver Qualification (DQ) files, and support ongoing documentation prep and administrative coordination

• 2 years in an administrative, operations, or executive assistant role
• Experience building and managing driver qualification files
• Proficient with email, calendar tools, and CRM platforms — HubSpot experience a plus
• Comfortable with email marketing tools and basic campaign tracking
• Strong organizational skills with sharp attention to detail
• Clear written and verbal communicator
• Discreet and trustworthy with confidential financial and HR information
• Experience supporting a small business owner or compliance documentation

Pay - $18–22/hr.                                         Hours - 40 hrs./week

Type - W-2, Remote                                 Benefits - Medical

Schedule is consistent week to week with flexible days agreed upon during hiring. Some tasks are time-sensitive and require reliable availability. Occasional travel may be required for company events and driver qualification file building.

To apply, please reach out to the hiring contact directly. We're looking for someone ready to hit the ground running and grow with us.