About the role
We’re looking for a detail-oriented and proactive Administrative Assistant to support daily operations, client communications, and case tracking for a professional services team. This role is ideal for someone who enjoys staying organized, interacting with clients, and keeping things running smoothly in a fast-paced environment.
Duties / Tasks to perform
Email & Calendar Management
- Monitor and manage Outlook inboxes, responding professionally on behalf of executives
- Manage calendars, schedule meetings, and set reminders
- Coordinate and confirm client appointments using Outlook and Calendly
Case & Document Management
- Track and update client cases in internal systems (including Canopy)
- Organize and maintain digital documents in a clear, easy-to-retrieve structure
- Assist with drafting, reviewing, and finalizing client correspondence
Operations & Client Coordination
- Communicate with government offices and agencies regarding client matters
- Schedule business events, reminders, and internal meetings
- Manage simple projects to ensure deadlines and deliverables are met
- Support reception tasks, including answering inquiries, client intake, and routing requests
- Answer inbound calls using RingCentral
Administrative & Financial Support
- Prepare professional presentations and client-facing materials
- Create and send invoices to clients
- Assist with contacting clients to follow up on payments
- Strong attention to detail with excellent organizational skills
- Proactive, common-sense approach with a “go-getter” attitude
- Confident, friendly, and caring personality with strong rapport-building skills
- Comfortable and professional speaking with clients over the phone
- Excellent written and verbal communication skills with a client-facing tone
- Ability to multitask, prioritize, and meet deadlines in a fast-paced environment
- Tech-savvy with experience using Microsoft Outlook, Teams, and RingCentral
- Advanced knowledge of Microsoft Excel (required)
- QuickBooks experience is a plus
- Experience with Canopy is a plus (not required)
- Prior administrative experience in accounting, legal, or financial services is preferred but not required
- Fluency in English and Spanish
- Fully remote work environment
- Stable, long-term collaboration
- Clear scope of responsibilities and structured workflows
- Training and onboarding support
- Opportunity to work with international teams
- Exposure to modern tools and professional processes
- Supportive and collaborative work culture
- Opportunity for skill development and career growth
Before You Apply, Please Read:
At Freelance Latin America, we’re excited to connect you with meaningful remote opportunities. However, we want to be clear:
⏰ These are professional roles with set schedules defined by the client.
Consistent availability is expected. You will have a set work schedule determined by the client, and you are expected to be present during those hours.
You will be part of the client’s team.
You’ll follow their company guidelines, communication practices, and workflows, ensuring seamless collaboration.
KPIs and goals matter.
Your performance will be measured to ensure alignment with client expectations and project objectives.
Training may be required.
You might need to complete training to fully understand your role, tools, and client processes.
Commitment and responsibility are essential.
We work with clients who rely on your dedication to deliver consistent, high-quality results. This is key to building trust and long-term partnerships.
Ready to grow your career with us?
Apply only if you are ready to commit, learn, and take ownership of your role.
