Position Summary The Administrative Professional Office Support will help ensure routine administrative activities are completed accurately, professionally, and on time. The role involves maintaining business records, processing documents, updating spreadsheets and databases, managing correspondence, organizing digital files, coordinating schedules, monitoring administrative requests, and assisting internal teams with day-to-day operational needs. Candidates with previous administrative experience are welcome to apply. Entry-level candidates with strong computer skills, attention to detail, communication abilities, and a willingness to learn are also encouraged.

Key Responsibilities

Administrative & Office Support

• Provide day-to-day administrative assistance to supervisors and internal teams.
• Complete routine clerical and office-support assignments.
• Process forms, documents, requests, and internal correspondence.
• Maintain administrative trackers, logs, lists, and task records.
• Prepare basic reports, summaries, and business documents.
• Monitor outstanding administrative tasks and deadlines.
• Retrieve information and documentation for authorized team members.
• Coordinate routine administrative activities.
• Follow up on pending requests when necessary.
• Assist with special administrative projects as assigned.

Data Entry & Records Management

• Accurately enter information into databases, spreadsheets, CRM systems, and other approved platforms.
• Create new records and update existing information.
• Transfer information from forms, emails, documents, and other authorized sources.
• Review entered information for accuracy and completeness.
• Identify missing, duplicate, outdated, or inconsistent records.
• Correct routine errors according to established procedures.
• Maintain accurate and organized business records.
• Assist with database cleanup and record-maintenance activities.

Email & Correspondence

• Monitor assigned administrative inboxes and communication channels.
• Review incoming correspondence and identify required actions.
• Respond to routine administrative inquiries when authorized.
• Forward requests to the appropriate department or employee.
• Draft basic professional correspondence.
• Proofread outgoing communications for accuracy and professionalism.
• Maintain organized email folders and communication records.
• Follow up on outstanding correspondence when assigned.

Document Preparation & Processing

• Prepare, format, edit, and organize routine business documents.
• Assist with letters, forms, reports, memos, and administrative materials.
• Review documents for accuracy and completeness.
• Proofread documents for spelling, grammar, and formatting.
• Update existing templates and documents as instructed.
• Upload and store completed documents appropriately.
• Maintain proper document versions.
• Assist with document indexing and archiving.

Spreadsheet & Database Support

• Maintain spreadsheets using Microsoft Excel, Google Sheets, or similar applications.
• Update administrative trackers and data lists.
• Sort, filter, categorize, and organize information.
• Review spreadsheets for errors or missing information.
• Maintain consistent formatting.
• Prepare simple data summaries when requested.
• Support routine record verification and database maintenance.

Digital File Management

• Maintain organized electronic filing systems.
• Upload, rename, categorize, and archive digital documents.
• Follow established file-naming conventions.
• Store files in designated folders and systems.
• Maintain organized shared drives and cloud-based workspaces.
• Retrieve documents for authorized employees.
• Identify duplicate, outdated, or incorrectly filed records.
• Assist with digital file cleanup and archiving.

Calendar & Scheduling Support

• Assist with scheduling meetings, appointments, and virtual calls.
• Review calendar availability before scheduling.
• Enter appointment and meeting information accurately.
• Send meeting invitations and reminders when required.
• Update calendars when scheduling changes occur.
• Assist with identifying scheduling conflicts.
• Maintain accurate scheduling information.

Internal Communication & Coordination

• Communicate professionally with supervisors and colleagues.
• Route administrative requests to appropriate team members.
• Follow up on outstanding internal requests.
• Provide accurate information to authorized employees.
• Maintain clear records of completed and pending tasks.
• Provide progress updates when requested.
• Escalate urgent or sensitive matters appropriately.

Confidentiality & Data Protection

The Administrative Professional may have access to confidential company, employee, customer, vendor, or operational information. The successful candidate must:

• Maintain strict confidentiality.
• Access information only when necessary for assigned duties.
• Protect passwords and company credentials.
• Use approved company systems and communication channels.
• Follow data-storage and document-sharing procedures.
• Maintain privacy while working remotely.
• Secure work devices and systems when unattended.
• Never disclose confidential information to unauthorized individuals.
• Report suspected security incidents promptly.
• Follow applicable privacy and data-protection requirements, including GDPR requirements where relevant.

Remote Work Expectations

As a fully remote employee, the successful candidate will be expected to:

• Maintain reliable internet access during scheduled working hours.
• Remain available through designated communication channels.
• Maintain dependable attendance and punctuality.
• Manage assigned responsibilities independently.
• Prioritize tasks according to deadlines and business needs.
• Attend required virtual meetings and training sessions.
• Communicate promptly about delays or technical issues.
• Maintain a professional and reasonably quiet workspace.
• Follow company remote-work and information-security procedures.

Desired Candidate Profile

• High school diploma, secondary school qualification, GED, or equivalent.
• Basic to intermediate computer proficiency.
• Strong organizational and time-management skills.
• Good written and verbal communication abilities.
• Strong attention to detail and accuracy.
• Good typing and keyboard skills.
• Ability to work with email, spreadsheets, documents, and online systems.
• Ability to follow written and verbal instructions.
• Ability to manage multiple administrative responsibilities.
• Ability to maintain organized records and files.
• Ability to work independently with limited supervision.
• Responsible approach to confidential information.
• Previous experience in office administration, administrative assistance, data entry, clerical support, virtual assistance, customer support, or records management is beneficial but may not be required.
• Experience or familiarity with the following is advantageous: Microsoft Word, Excel, and Outlook Google Docs, Sheets, Drive, Gmail, and Calendar CRM or database systems Digital document-management platforms Cloud-based business applications Virtual meeting platforms Task-management applications
• Training may be provided for PulseMediaNL-specific systems and procedures.