Administrative Assistant

Position Overview

Zea Coaching is seeking a reliable and detail-oriented Administrative Assistant to support daily operations, client coordination, and internal processes. This is a contract role with flexible hours that vary depending on client volume and organizational needs.

The ideal candidate is highly organized, proactive, and comfortable working independently in a remote environment.

Key Responsibilities

Administrative Support

• Manage calendars, schedule client sessions, and coordinate appointments

• Respond to client inquiries and maintain professional communication

• Prepare and format documents, reports, and client materials

• Maintain organized digital filing systems

Client Coordination

• Onboard new clients and send intake materials

• Track client engagement and session completion

• Assist with reminders, follow-ups, and scheduling adjustments

• Maintain confidentiality of all client information

Operational Support

• Assist with invoicing and basic bookkeeping tasks

• Support CRM management and data entry

• Help coordinate workshops, webinars, or group sessions

• Provide general administrative support to leadership

Requirements

Qualifications

• 2+ years of administrative experience (virtual or office-based)

• Strong proficiency in Google Workspace or Microsoft Office

• Experience with scheduling platforms and CRM systems preferred

• Excellent written and verbal communication skills

• Strong attention to detail and time management skills

• Ability to handle sensitive information with discretion

Core Competencies

• Highly organized and process-driven

• Self-motivated and dependable

• Strong multitasking ability

• Professional and client-focused

• Comfortable working in a flexible, contract-based structure

Work Structure

• Contract position

• in person

• Flexible hours based on business needs

• Compensation discussed based on experience and availability

Ideal Candidate

You are someone who thrives behind the scenes, enjoys keeping systems organized, and takes pride in ensuring smooth day-to-day operations. You are proactive, dependable, and enjoy supporting a mission-driven organization.