Remote Administrative Assistant jobs Jobs in San Antonio, Texas | Remote Work From Home

**Job Title & Location** **Remote Administrative Assistant (Remote)** Location: Remote — flexible hours that align with our core team in **San Antonio, Texas**. *Why this matters now*: We just closed a $22 M Series B round and are adding three new product lines; the extra coordination load means we need a steady, organized pair of hands to keep the engine humming while the rest of the team sprints toward launch dates. --- ## The Reality of This Role If you’ve ever watched a small startup grow from a kitchen table to a bustling office, you know that the “admin” part is never boring. In the past six months, our headcount in **San Antonio, Texas** jumped from 18 to 32, and we now support a client portfolio that grew 48 % quarter‑over‑quarter. The people you’ll be working with—our CFO, a product‑leadership trio, and a scattered group of engineers—rely on clear calendars, crisp documents, and a single source of truth for everything from travel itineraries to vendor contracts. We created this role because our “virtual inbox” was exploding. It’s not a ceremonial title; you’ll be the person who pulls the thread that ties the finance team’s month‑end close, the sales squad’s weekly pipeline, and the creative crew’s deadline‑driven asset hand‑offs together. You’ll be the calm in the middle of an otherwise noisy Slack channel, the person who can turn a half‑filled spreadsheet into a decision‑ready report before the next stand‑up. Our culture is built on async communication, trust, and a healthy dose of humor. We’re spread across several time zones, but the heartbeat of the company lives in **San Antonio, Texas**, where we meet once a month (yes, we still love a good virtual coffee chat). You’ll join a team of eight “core admins” who keep the ship on course, reporting directly to our Office Operations Manager, who is based in **San Antonio, Texas** and loves a well‑organized Google Drive as much as a perfectly timed meme. --- ## What You’ll Actually Do - **Own** the master team calendar for 25+ people, ensuring no double‑bookings and that all client‑facing meetings have the right Zoom link, Google Meet, or phone bridge at least 15 minutes before start. - **Expect to** process ~120 invoices per month in **QuickBooks Online**, verifying PO numbers, applying the correct tax rates, and flagging any discrepancies for the finance lead in **San Antonio, Texas**. - **Partner with** the recruiting coordinator to schedule 30+ candidate interviews each week using **Calendly** and **Greenhouse**, sending personalized confirmation emails and feedback forms within 24 hours. - **Build** weekly status dashboards in **Google Data Studio**, pulling data from **HubSpot**, **Asana**, and **Trello** to surface bottlenecks for the product team’s sprint retro. - **Maintain** the vendor master file in **Microsoft Excel**, performing quarterly audits that keep compliance at 99 % for insurance and contract renewals. - **Create** polished meeting minutes and action‑item lists in **Microsoft Word** and **Google Docs**, then distribute them to stakeholders in **San Antonio, Texas** within one business day. - **Track** travel expense reports for up to five senior leaders, using **Concur** and **Expensify**, and ensuring reimbursements are filed within the 7‑day policy window. - **Support** the onboarding of new hires by preparing their **G Suite** accounts, configuring **Slack** channels, and setting up hardware deliveries (laptops, monitors, ergonomic chairs) that arrive on schedule. - **Facilitate** the quarterly all‑hands preparation in **Zoom**, collaborating with the communications lead to upload presentation decks, manage Q&A, and run a dry‑run rehearsal. - **Manage** the office supply budget of $3,200 per quarter, ordering from **Amazon Business** and tracking usage trends to keep costs under 2 % variance month‑over‑month. - **Run** a bi‑weekly “Administrative Office Hours” session where team members can drop in on **Microsoft Teams** to ask quick questions about policies, tools, or scheduling conflicts. - **Compile** monthly payroll summaries for the HR team using **Gusto**, double‑checking hours for a 2‑person remote contract staff that works partly in **San Antonio, Texas**. - **Audit** the company’s shared drives for duplicate files, applying a clean‑up script in **Google Apps Script** that reduces storage waste by an average of 15 % each quarter. - **Serve** as the “go‑to” for any ad‑hoc projects the leadership team assigns—whether that’s researching a new conference venue in **San Antonio, Texas** or building a simple **Airtable** base to track employee wellness initiatives. --- ## Skills That Truly Matter **Must‑haves** - Proven experience (2 + years) as an administrative professional supporting a fast‑growing, remote‑first team. - Mastery of **Google Workspace** (Docs, Sheets, Slides, Drive) and **Microsoft Office 365** (Outlook, Word, Excel, PowerPoint). - Fluency with **Slack**, **Zoom**, **Calendly**, **Asana**, **Trello**, and **HubSpot**—you know how to set up integrations without a tutorial. - Strong written communication: you can turn a bullet point into a clear, concise email that a senior executive will actually read. - Ability to prioritize across competing deadlines, keeping response times under 2 hours for internal requests. **Nice‑to‑haves** - Experience with **QuickBooks Online** or **Xero** for invoice processing. - Familiarity with **Concur**, **Expensify**, or similar expense platforms. - Basic scripting knowledge (Google Apps Script, Power Automate) to automate repetitive tasks. - Prior exposure to **Airtable** or **Notion** for database‑style tracking. - Bilingual (Spanish / English) – we have customers in the Southwest region who appreciate a quick translation. --- ## Standout Extras - Published a “Remote Team Handbook” that’s been adopted by three other startups. - Mentored two junior administrative assistants, both of whom earned promotions within a year. - Ran a volunteer “Office Supplies Swap” program that saved our nonprofit partner $1,200 annually. - Designed a reusable PowerPoint template that cut deck creation time for the sales team by 30 %. - Contributed to a company‑wide quarterly newsletter, writing a “Tips & Tricks” column that boosted tool adoption rates by 22 %. --- ## Compensation & Benefits - **Salary**: $58,000 – $71,000 USD, commensurate with experience and skill set. - **Home‑Office stipend**: $500 once‑off to upgrade your desk, chair, or monitor. - **Health coverage**: 85 % of medical, dental, and vision premiums paid for employee; 70 % for dependents. - **Retirement**: 4 % company match on 401(k) contributions after 6 months of service. - **Paid time off**: 18 days per year + 12 federal holidays; we also give an additional “mental‑health day” each quarter. - **Learning budget**: $1,200 per year for courses, conferences, or certifications (we’ve seen people earn a Certified Administrative Professional badge with this support). --- ## Growth & Culture We’re honest: the first six months will be a blur of calendars, contracts, and “where‑did‑that‑file‑go?” moments. You’ll learn the rhythm of a remote team that still schedules “coffee‑catch‑ups” in the **San Antonio, Texas** time zone, and you’ll get comfortable with the async flow that lets us ship code at 2 a.m. Pacific while you’re wrapping up a day in **San Antonio, Texas**. After you’ve mastered the core admin stack, there are three clear pathways we’ve seen teammates take: 1. **Senior Administrative Lead** – overseeing a small team of assistants, setting process standards, and driving continuous‑improvement projects (often the next step after 12–18 months). 2. **People Operations Specialist** – moving into HR‑adjacent work, handling onboarding, benefits administration, and employee engagement surveys (a natural stretch for those who love the people side). 3. **Project Coordinator** – partnering directly with product managers to run launch campaigns, timeline tracking, and cross‑functional planning (ideal for the data‑driven admin who enjoys a little extra complexity). Our culture is built on transparency. We hold a monthly “State of the Company” call where the CEO, based in **San Antonio, Texas**, shares metrics, wins, and the hardest challenges we’re wrestling with. You’ll hear about a 19 % churn reduction effort, a 27 % increase in client NPS, and the relentless pursuit of better processes. We also have an informal “admin‑only” Slack channel where we celebrate small wins—like the day we reduced invoice processing time from 4 days to 1.5 days. --- ## Interview Process 1. **Screening chat (15 min)** – a quick video call with our Office Operations Manager (based in **San Antonio, Texas**) to confirm basic fit and answer any questions you have about day‑to‑day life. 2. **Skills assessment (30 min)** – a short, realistic task: you’ll be asked to clean up a mock shared drive folder and draft a concise meeting recap. You’ll have 48 hours to complete it, and we’ll give you feedback regardless of the outcome. 3. **Team interview (45 min)** – a virtual round with the CFO and a senior product manager. Expect a mix of scenario‑based questions (e.g., “How would you handle a double‑booked executive travel schedule?”) and a chance to meet the people you’ll be supporting. 4. **Culture conversation (30 min)** – a casual coffee‑style video chat with a member of the “admin‑only” Slack community, focused on our remote work habits, communication style, and work‑life balance. 5. **Offer** – we aim to get back to you within 5 business days after the final interview. If you’re not a perfect match, we’ll still share constructive feedback so you can keep growing. *Reminder*: we know that no candidate is “perfect” on paper, and we welcome applicants who bring diverse experiences, even if they haven’t ticked every box. --- ## Closing We are an equal‑opportunity employer. Our team reflects a broad spectrum of backgrounds, identities, and perspectives, and we actively seek to keep it that way. *If this sounds like you, we’d love to hear your story—not just a résumé. Tell us about a time you turned a chaotic inbox into a smooth workflow, or how you helped a remote team feel more connected. Drop a note, and let’s start a conversation.* Apply tot his job Apply To this Job