Administrative Assistant
Freelance Latin America • Venezuela, Bolivarian Republic of
Posted: February 3, 2026
Job Description
About the role
We’re looking for a detail-oriented and proactive Administrative Assistant to support daily operations, client communications, and case tracking for a professional services team. This role is ideal for someone who enjoys staying organized, interacting with clients, and keeping things running smoothly in a fast-paced environment.
Duties / Tasks to perform
Email & Calendar Management
- Monitor and manage Outlook inboxes, responding professionally on behalf of executives
- Manage calendars, schedule meetings, and set reminders
- Coordinate and confirm client appointments using Outlook and Calendly
Case & Document Management
- Track and update client cases in internal systems (including Canopy)
- Organize and maintain digital documents in a clear, easy-to-retrieve structure
- Assist with drafting, reviewing, and finalizing client correspondence
Operations & Client Coordination
- Communicate with government offices and agencies regarding client matters
- Schedule business events, reminders, and internal meetings
- Manage simple projects to ensure deadlines and deliverables are met
- Support reception tasks, including answering inquiries, client intake, and routing requests
- Answer inbound calls using RingCentral
Administrative & Financial Support
- Prepare professional presentations and client-facing materials
- Create and send invoices to clients
- Assist with contacting clients to follow up on payments
Schedule: Monday - Friday 9:00AM - 6:00PM (EST)
- Strong attention to detail with excellent organizational skills
- Proactive, common-sense approach with a “go-getter” attitude
- Confident, friendly, and caring personality with strong rapport-building skills
- Comfortable and professional speaking with clients over the phone
- Excellent written and verbal communication skills with a client-facing tone
- Ability to multitask, prioritize, and meet deadlines in a fast-paced environment
- Tech-savvy with experience using Microsoft Outlook, Teams, and RingCentral
- Advanced knowledge of Microsoft Excel (required)
- QuickBooks experience is a plus
- Experience with Canopy is a plus (not required)
- Prior administrative experience in accounting, legal, or financial services is preferred but not required
- Fluency in English and Spanish
Additional Content
About the role
We’re looking for a detail-oriented and proactive Administrative Assistant to support daily operations, client communications, and case tracking for a professional services team. This role is ideal for someone who enjoys staying organized, interacting with clients, and keeping things running smoothly in a fast-paced environment.
Duties / Tasks to perform
Email & Calendar Management
- Monitor and manage Outlook inboxes, responding professionally on behalf of executives
- Manage calendars, schedule meetings, and set reminders
- Coordinate and confirm client appointments using Outlook and Calendly
Case & Document Management
- Track and update client cases in internal systems (including Canopy)
- Organize and maintain digital documents in a clear, easy-to-retrieve structure
- Assist with drafting, reviewing, and finalizing client correspondence
Operations & Client Coordination
- Communicate with government offices and agencies regarding client matters
- Schedule business events, reminders, and internal meetings
- Manage simple projects to ensure deadlines and deliverables are met
- Support reception tasks, including answering inquiries, client intake, and routing requests
- Answer inbound calls using RingCentral
Administrative & Financial Support
- Prepare professional presentations and client-facing materials
- Create and send invoices to clients
- Assist with contacting clients to follow up on payments
Schedule: Monday - Friday 9:00AM - 6:00PM (EST)
- Strong attention to detail with excellent organizational skills
- Proactive, common-sense approach with a “go-getter” attitude
- Confident, friendly, and caring personality with strong rapport-building skills
- Comfortable and professional speaking with clients over the phone
- Excellent written and verbal communication skills with a client-facing tone
- Ability to multitask, prioritize, and meet deadlines in a fast-paced environment
- Tech-savvy with experience using Microsoft Outlook, Teams, and RingCentral
- Advanced knowledge of Microsoft Excel (required)
- QuickBooks experience is a plus
- Experience with Canopy is a plus (not required)
- Prior administrative experience in accounting, legal, or financial services is preferred but not required
- Fluency in English and Spanish