Administrative Specialist

Job Title: Administrative Specialist

Monthly Pay: $4,209 - $5,664 USD per month

Summary:

Accurate updates, complete meeting materials, and dependable follow-through define good work in this administrative role. The Administrative Specialist sits within the administrative support team, works under an administrative team lead, and maintains consistent standards for internal requests. Working with department coordinators, managers, and colleagues, this specialist keeps routine administrative tasks moving and makes shared information easier to find. This is a fully remote, desk-based position offering work from home in New York, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Review incoming administrative requests through shared email and task queues, identify the requested outcome, and confirm who needs the completed work.
• Check each request for required details, supporting references, ownership, and timing before recording its status and next action in the shared tracker.
• Maintain task assignments and due dates using a project management system such as Asana, keeping progress visible to the administrative team lead.
• Coordinate meeting preparation by confirming participant availability, assembling approved agendas, and checking that shared links and reference materials are accessible.
• Locate approved internal guidance using an intranet platform such as Microsoft SharePoint, and direct colleagues to current information rather than outdated copies.
• Prepare readable meeting packets using PDF software such as Adobe Acrobat, checking page order, headings, and links before sharing materials internally.
• Capture meeting decisions and action items using a note-taking application such as Microsoft OneNote, then confirm owners and target dates with participants.
• Follow up when information is missing or actions remain open, and escalate conflicting priorities or unresolved requests to the administrative team lead.
• Review completed work against accuracy, turnaround, complete notes, and follow-up standards, correcting omissions before marking administrative requests complete.
• Send completion updates, organize shared reference links, and flag recurring request problems so the team can improve instructions and reduce repeat questions.

Qualifications:

• High school diploma or equivalent.
• About 1-2 years of administrative support experience preferred, particularly with internal requests, meeting preparation, or shared task tracking.
• Familiarity with office procedures and administrative management practices, including clear ownership, orderly handoffs, and consistent completion checks.
• Ability to retrieve relevant information from internal reference pages and distinguish current instructions from superseded guidance.
• Familiarity with the named project management, intranet, PDF, and note-taking systems, or the ability to learn comparable applications through training.
• Clear written and verbal communication for clarifying requests, summarizing decisions, and following up respectfully with busy colleagues.
• Careful proofreading and sound judgment when handling internal information, correcting errors, and deciding when a request needs escalation.
• A reliable computer, high-speed internet, and quiet private workspace, plus availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Perks & Benefits:

• Fully remote work from home in a desk-based administrative role, with shared digital workflows for coordinating requests and keeping colleagues informed.
• Structured onboarding and training on Asana, Microsoft SharePoint, Adobe Acrobat, and Microsoft OneNote, including request handling and completion standards.
• Regular check-ins with the team lead to review priorities, discuss questions, and receive practical feedback on completed administrative work.
• Opportunities to strengthen information retrieval, meeting preparation, task tracking, proofreading, and administrative communication through recurring assignments and guided practice.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.