Executive Assistant | Administrative Support Specialist

JOB DUCK IS HIRING AN EXECUTIVE ASSISTANT | ADMINISTRATIVE SUPPORT SPECIALISTFor ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive. As a lifestyle company we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification for 4 years!Role Overview We’re looking for a proactive and detail-oriented Administrative Support Specialist to join our team and help streamline daily operations. In this role, you’ll play a vital part in maintaining smooth workflows by managing data entry, calendars, and internal systems. You’ll assist with the development and implementation of new programs that enhance client and referral source satisfaction while supporting overall office efficiency. This position is ideal for someone organized, eager to learn, and who enjoys making things run seamlessly behind the scenes.Schedule:Monday to Friday from 9:00 AM to 6:00 PM EST (USA)Your Responsibilities Will Include but Are Not Limited To:Managing data entry across CRM, project management, and billing systemsMaintaining and updating calendars, scheduling meetings, and coordinating appointmentsReviewing and managing emails, ensuring timely responses and task follow-upAssisting with basic filings and document organizationSupporting the creation and implementation of new systems (e.g., client surveys, testimonials, gifting programs)Overseeing and maintaining existing systems to ensure accuracy and consistencyEntering contractor time entries and expensesManaging formations, qualifications, DBAs, cancellations, and publicationsCoordinating agent representation assignments and information updatesHandling trademark entry into Matter and managing data and updates through USPTO processingResponding to client information requests, such as copies of documents or registered agent informationClosing old matters and participating in various data management projectsPreparing single-member operating agreements and memo invoicesPreparing and collating transition packetsAssisting with RTI billing preparation and coordinationTracking workflow from engagement to completionHandling S-Elections and obtaining EINsWhat We’re Looking For:At least one to two years of previous administrative experience preferred (training will be provided).Experience with QuickBooks is a plusAbility to accurately enter, categorize, and track informationStrong communication and organizational skillsProficiency in English (written and spoken)Highly detail oriented and organized, with strong follow-throughFast learner with the ability to understand the “why” behind tasksComfortable handling multiple priorities and maintaining accuracyData-driven mindset with a passion for systems and efficiencyTeam player with a collaborative attitude and positive communication styleReliable, trustworthy, and eager to contribute to team successCulture fit and attitude are more important than years of experienceReliable computer setup (laptop/PC, headset, stable internet min. 10 Mbps download / 5 Mbps upload)Quiet, distraction-free remote work environmentWhat’s In It for You? Monthly compensation starting from 1060 USD to 1150 USDPaid time off and holiday pay.Referral and annual bonuses.100% Remote, Full-Time, Long-Term Career Opportunity.Parental leave.Opportunities for professional development and trainingDedicated support from our team.A chance to work with clients who share our values.Ready to dive in? Apply now and make sure to follow all the instructions!DISCLAIMER: Every candidate must pass each step in our application process to become part of our team. Ensure you have all the required documentation ready to streamline your application process.