Remote Admin Support jobs Jobs in Laguna Beach, California | Remote Work From Home

**Job Title:** Remote Remote Admin Support jobs **Location:** Remote — based in Laguna Beach, California --- ### About the Role We are seeking a proactive Remote Administrative Support Specialist to join our fast‑growing operations team headquartered in Laguna Beach, California. In this role, you will be the backbone of our virtual office, ensuring that our executives, project managers, and cross‑functional teams run like a well‑oiled machine. Reporting directly to the Director of Operations, you will own the day‑to‑day coordination of calendars, documentation, and communication pipelines that keep our remote workforce productive and aligned. Your work will have a direct impact on client satisfaction, internal efficiency, and the ability of our leadership to focus on strategic growth. If you thrive on juggling multiple priorities, love turning chaos into clarity, and enjoy collaborating with colleagues scattered across the United States, this is the position for you. --- ### Key Responsibilities - **Calendar & Meeting Management:** Schedule, reschedule, and coordinate over 200 annual meetings for senior leadership using **Google Calendar** and **Microsoft Outlook**, ensuring a 95% on‑time start rate. - **Executive Correspondence:** Draft, proofread, and send internal and external communications—including proposals, client updates, and executive summaries—via **Gmail** and **Outlook**, maintaining brand voice consistency. - **Document Control:** Create, edit, and version‑control SOPs, contracts, and project files in **Google Drive**, **SharePoint**, and **Dropbox**, achieving a 99% document retrieval accuracy. - **Project Tracking:** Update task boards in **Asana** and **Monday.com**, providing weekly status reports that reduce project bottlenecks by 30%. - **Expense & Invoice Processing:** Verify, reconcile, and submit expense reports and vendor invoices through **QuickBooks** and **Expensify**, meeting a 100% compliance deadline each month. - **Customer Support Liaison:** Serve as the first point of contact for client inquiries routed via **Zendesk**, escalating tickets to the appropriate department within 2 business hours. - **Data Entry & Reporting:** Compile sales and operational metrics in **Excel** and **Power BI**, delivering bi‑weekly dashboards that inform leadership decisions. - **Process Automation:** Build simple workflow automations using **Zapier** and **Microsoft Power Automate** to streamline recurring admin tasks, cutting manual effort by an average of 10 hours per month. - **Onboarding & Off‑boarding:** Coordinate new‑hire paperwork, equipment provisioning, and exit checklists in **BambooHR**, ensuring a seamless transition for every employee. - **Vendor & Facility Coordination:** Manage relationships with virtual office vendors, negotiating service contracts and tracking performance SLAs. - **Meeting Facilitation:** Host and moderate virtual meetings on **Zoom** and **Microsoft Teams**, preparing agendas, taking minutes, and distributing action items within 24 hours. - **Team Collaboration:** Act as a hub for cross‑team communication in **Slack**, fostering an 85% async‑meeting culture while still supporting real‑time collaboration when needed. --- ### Required Qualifications - Associate’s degree or higher, or equivalent administrative experience. - 3–5 years of proven remote administrative support or executive assistant experience, preferably in a tech‑enabled environment. - Advanced proficiency with **Google Workspace**, **Microsoft Office 365**, and **Slack**. - Demonstrated ability to manage complex calendars and schedule across multiple time zones, including California regional considerations. - Strong written communication skills; experience drafting professional correspondence for C‑suite executives. - High‑speed internet (minimum 100 Mbps download) and a dedicated home office setup with a dual‑monitor configuration. - Expertise in **Asana**, **Monday.com**, or similar project‑management tools (minimum 2 years). - Familiarity with expense‑reporting platforms such as **Expensify** or **Concur**. - Ability to maintain confidentiality and exercise sound judgment with sensitive information. --- ### Preferred Qualifications - Certification as a Certified Administrative Professional (CAP) or similar credential. - Experience supporting a remote sales or customer‑success organization. - Knowledge of **Salesforce** or **HubSpot** CRM for data entry and pipeline tracking. - Proven track record automating workflows with **Zapier** or **Power Automate**. - Exposure to **QuickBooks Online** or **Xero** for bookkeeping tasks. - Demonstrated leadership in mentoring junior admin staff or interns. --- ### Compensation & Benefits - **Salary Range:** $55,000 – $72,000 annually, commensurate with experience and demonstrated impact. - **Health & Wellness:** Medical, dental, and vision plans with employer contributions of up to 75% of premiums. - **Retirement:** 401(k) with a 4% company match. - **Paid Time Off:** 20 vacation days + 12 company holidays; additional floating holidays for personal observances in Laguna Beach. - **Remote Stipends:** Monthly internet allowance of $75 and a one‑time home‑office equipment budget of $500 (available to residents of California). - **Learning & Development:** $1,200 annual learning budget, access to LinkedIn Learning, and quarterly skill‑share workshops. - **Wellness Perks:** Virtual yoga classes, mental‑health days, and an employee assistance program. --- ### Work Setup - **Time Zones:** Primarily California CST (Central Standard Time) with flexibility to accommodate partners in EST, MST, and PST. Core hours are 10 AM – 2 PM CST; outside of core hours you may work asynchronously. - **Meeting Cadence:** Daily 15‑minute stand‑up via **Zoom**, weekly team sync on **Microsoft Teams**, and bi‑weekly one‑on‑ones with the Director of Operations. - **Equipment Requirements:** Reliable laptop (Mac or PC), dual monitors, headset with noise‑cancellation, and a webcam for video calls. - **Software Stack:** **Slack**, **Zoom**, **Microsoft Teams**, **Google Workspace**, **Asana**, **Monday.com**, **Zapier**, **QuickBooks**, **Zendesk**, and **Power BI**. - **Security:** Must use a VPN (company‑provided) and enable two‑factor authentication on all work accounts. --- ### Growth - **Career Path:** Progression from Remote Administrative Support Specialist → Senior Admin Analyst → Operations Team Lead → Manager, Remote Operations (timeline typically 2–4 years). - **Performance Reviews:** Semi‑annual formal reviews plus quarterly OKR check‑ins to align personal development with company goals. - **Mentorship:** Pairing with an experienced Operations Manager for a 6‑month mentorship program focused on leadership, process improvement, and strategic project ownership. - **Learning Opportunities:** Access to certifications (e.g., CAP, Project Management Professional) with full reimbursement; internal workshops on advanced data‑analysis, automation, and stakeholder management. --- ### How to Apply Please submit the following materials through our applicant portal by **Friday, November 15, 2025**: 1. An up‑to‑date résumé highlighting relevant remote admin experience. 2. A concise cover letter (300 words max) describing why you’re excited to support a distributed team based in Laguna Beach, California and how your skill set aligns with the key responsibilities. 3. Optional: A brief portfolio (PDF) showcasing examples of calendar management dashboards, SOP documentation, or workflow automations you’ve built. Our interview process consists of three stages: - **Stage 1:** Phone screen with HR (15 minutes) – confirm basic qualifications and cultural fit. - **Stage 2:** Skills assessment (online simulation) – 60‑minute exercise using **Google Workspace** and **Asana** to prioritize tasks and draft a meeting agenda. - **Stage 3:** Panel interview (45 minutes) with the Director of Operations and two senior team members – deep dive into experience, problem‑solving approach, and scenario‑based questions. We aim to make a hiring decision within two weeks of the final interview and will communicate next steps promptly. **Equal Opportunity Employer** – We celebrate diversity and are committed to creating an inclusive environment for all employees. Applicants of any race, religion, gender, sexual orientation, disability, or veteran status are encouraged to apply. --- *Ready to bring order to our virtual office and make a measurable impact for our team in Laguna Beach, California? Click “Apply” now and join a culture that values clarity, collaboration, and continuous growth.*