Role Name: Administrative Assistant - Meeting Support & Communication Management

Schedule: Full-time, Monday through Friday, 8:00 AM to 5:00 PM Eastern Time

Client Timezone: Eastern Time (Florida)

Client Overview

Join a rapidly growing technology consulting firm that’s revolutionizing how small and medium-sized businesses leverage technology to drive success. This innovative company specializes in building cutting-edge tech stacks for the insurance industry, working with independent agencies, brokers, and managing general agents across the country. With expertise in RPA (Robotic Process Automation) and AI programming, they’re at the forefront of digital transformation in a traditional industry. The company operates with a dynamic, distributed team structure and is experiencing exciting growth through active marketing campaigns reaching thousands of potential clients. This is your opportunity to be part of a forward-thinking organization that’s making a real impact in the insurance technology space.

Job Description

Step into a pivotal role as the organizational backbone that keeps critical client projects moving forward seamlessly. As an Administrative Assistant specializing in meeting support and communication management, you’ll be the vital link that ensures no detail falls through the cracks in this fast-paced, growth-oriented environment. Your exceptional organizational skills and attention to detail will directly contribute to client success and project momentum, making you an indispensable part of a team that’s transforming how businesses operate. This remote position offers the perfect blend of client interaction, project coordination, and administrative excellence, with opportunities for professional growth as the company continues to expand.

Responsibilities

• Attend client Zoom meetings and capture comprehensive, actionable notes that drive project success
• Transform meeting discussions into clear, professional recap emails that keep all stakeholders aligned
• Proactively set up and assign follow-up tasks to appropriate team members, ensuring seamless project flow
• Monitor and manage chat communications to maintain responsive client service
• Coordinate email communication between clients and internal teams for optimal project efficiency
• Navigate and master the Zoho One suite for CRM and project management excellence
• Maintain organized, accessible records of meeting outcomes and critical action items
• Serve as the communication hub that prevents important details from being overlooked
• Support project coordination by ensuring timely follow-through on all commitments

Requirements

• Strong computer proficiency with confidence in web-based applications and digital tools
• Exceptional organizational abilities with meticulous attention to detail
• Proven ability to take clear, comprehensive notes during fast-paced meetings
• Solid foundation in Microsoft Office suite applications
• Outstanding written communication skills for crafting professional client correspondence
• Quick learner who can rapidly master new software systems (comprehensive training provided)
• Self-motivated professional who thrives in an independent, remote work environment
• Professional presence for brief client meeting introductions
• Ability to work Eastern Time hours consistently
• Experience with CRM systems preferred but not required
• Strong time management skills to handle multiple priorities effectively