Administrative Assistant

Job Description: Administrative Assistant
Location: Remote
Position: Full-Time or Part-Time
Company: Greentown House

Greentown House is a forward-thinking company dedicated to creating sustainable, eco-friendly solutions for modern living. As leaders in green technology and sustainability, we work to make the world a better place by promoting green living, innovative eco-solutions, and sustainable products. Our team is dynamic, diverse, and committed to making a positive impact in every project we undertake.

We are currently looking for an organized, proactive, and detail-oriented Administrative Assistant to support our team. In this role, you will help with day-to-day administrative tasks, ensure smooth office operations, and support various departments to ensure the continued success of our projects and initiatives.

The Administrative Assistant will provide essential support to our leadership team, project managers, and various departments, helping to streamline operations and improve organizational efficiency. This role requires excellent time management, strong communication skills, and the ability to manage a variety of administrative tasks. The ideal candidate should be resourceful, adaptable, and committed to making a positive impact while aligning with our sustainability-focused mission.

This is a remote position, so candidates should be comfortable with working independently and managing tasks efficiently in a virtual setting.

• General Administrative Support:

  • Manage executive calendars and schedule appointments, meetings, and calls.

  • Organize and prioritize emails, phone calls, and other correspondence.

  • Maintain and update filing systems (both digital and physical) for easy access to important documents.

  • Coordinate travel arrangements and accommodations for team members when necessary.

  • Prepare and proofread reports, presentations, and other documents as needed.

• Communication & Correspondence:

  • Serve as the first point of contact for inbound inquiries (email, phone, etc.).

  • Draft, review, and send routine correspondence, ensuring clear and professional communication.

  • Help manage communication for the team, ensuring that all necessary stakeholders are updated on ongoing projects and developments.

• Scheduling & Event Coordination:

  • Organize and coordinate internal and external meetings, including virtual conferences, webinars, and team calls.

  • Assist with planning and logistics for events, including workshops, training sessions, and company-wide meetings.

  • Ensure that meeting materials are prepared in advance and that virtual or in-person meetings run smoothly.

• Project Support:

  • Assist project managers with tracking project timelines, goals, and deliverables.

  • Help prepare and organize project documentation, including contracts, reports, and meeting notes.

  • Coordinate follow-ups on action items and ensure deadlines are met.

• Office Operations & Supplies Management:

  • Monitor and order office supplies, ensuring the team has the necessary resources for daily operations.

  • Assist with maintaining office equipment and troubleshooting minor technical issues.

  • Help maintain virtual office systems and platforms, ensuring smooth operations across departments.

• Financial Assistance:

  • Help process invoices, receipts, and purchase orders as needed.

  • Assist with basic budgeting, expense tracking, and data entry for financial reporting.

• Sustainability Initiatives:

  • Support efforts related to Greentown House’s sustainability initiatives, such as research, documentation, and organizing internal sustainability projects.

  • Assist with creating and distributing eco-friendly materials and resources for employees and clients.

• Additional Administrative Tasks:

  • Provide additional support to team members as requested, including any ad hoc administrative tasks that may arise.

  • Assist with maintaining and updating the company's online presence (e.g., website updates, social media content).

• Proven experience as an Administrative Assistant or in a similar role, preferably in a remote setting.

• Strong organizational and multitasking skills, with a high level of attention to detail.

• Excellent written and verbal communication skills.

• Proficiency in office software (Google Suite, Microsoft Office Suite) and familiarity with project management tools (Asana, Trello, etc.).

• Strong time management skills and the ability to prioritize tasks effectively.

• Ability to work independently and manage multiple tasks with minimal supervision.

• A proactive approach to problem-solving and the ability to anticipate the needs of the team.

• Basic financial skills (e.g., handling invoices, budgets) are a plus.

• Interest in sustainability and green living is a bonus.

• Experience working remotely and managing tasks in a virtual environment.

• Familiarity with CRM tools and cloud-based file storage (e.g., Dropbox, Google Drive).

• Experience with social media management and content creation.

• Knowledge of sustainable business practices or green technologies.

• Basic graphic design or creative skills (Canva, Adobe Suite).

• Organized: You can juggle multiple tasks and prioritize effectively to meet deadlines.

• Detail-Oriented: You focus on accuracy and have a keen eye for detail in everything you do.

• Self-Starter: You take initiative, can work independently, and don’t need constant supervision to get things done.

• Proactive Communicator: You can clearly and professionally communicate with stakeholders and team members.

• Tech-Savvy: Comfortable using various digital tools and software to streamline work and increase productivity.

• Sustainability-Minded: A genuine passion for sustainability and contributing to environmentally-conscious initiatives.

• A flexible, remote work environment with a focus on work-life balance.

• Opportunities for professional growth and skill development.

• Competitive compensation based on experience.

• A chance to work for a company that’s passionate about sustainability and making a positive impact in the world.

• Employee discounts on Greentown House products and services.

• A collaborative, supportive team that values open communication and creative problem-solving.