Entry-Level Administrative Professional - Operations & Office Support (Remote)

About PULSE (MENA)

PULSE (MENA) is a dynamic organization committed to fostering operational excellence and driving innovation across the Middle East and North Africa. Our core values—collaboration, efficiency, integrity, and continuous learning—guide our approach to delivering exceptional results. With a remote-first culture, we empower our team members to contribute meaningfully while advancing their careers in a supportive and inclusive environment.

Position Overview

We are seeking a motivated, detail-oriented, and highly organized Entry-Level Administrative Professional to join our Operations team. This role is tailored for individuals at the beginning of their administrative careers who thrive in organizing information, supporting teams, resolving day-to-day operational challenges, and ensuring seamless business operations. As a vital member of our team, you will provide essential administrative and operational support to various departments, coordinate schedules, manage documentation, facilitate internal communications, organize meetings, maintain accurate records, and contribute to the enhancement of administrative processes.

This position demands exceptional organizational skills, strong written and verbal communication abilities, meticulous attention to detail, and the capacity to work independently within a fully remote setting.

Key Responsibilities

Administrative Support

• Provide comprehensive day-to-day administrative assistance to managers and cross-functional teams.
• Prepare, edit, format, and organize business documents, reports, presentations, and spreadsheets with precision.
• Maintain accurate and efficient digital filing systems and document repositories.
• Organize and archive company records while upholding strict confidentiality standards.
• Monitor shared inboxes and distribute incoming requests to the appropriate team members in a timely manner.
• Assist with data entry and record maintenance across multiple internal systems to ensure data integrity.

Operations Support

• Coordinate internal workflows and streamline administrative processes to enhance efficiency.
• Assist in tracking operational tasks and project milestones to ensure timely completion.
• Help prepare operational reports using standardized company templates for management review.
• Monitor task completion and follow up on outstanding action items to maintain project momentum.
• Support onboarding activities for new employees to facilitate a smooth transition into the organization.
• Assist in maintaining and updating standard operating procedures (SOPs) and internal documentation.

Calendar & Meeting Coordination

• Schedule meetings across multiple time zones with precision and efficiency.
• Send meeting invitations and reminders to ensure all participants are prepared and punctual.
• Prepare agendas and compile meeting materials to facilitate productive discussions.
• Record meeting notes and distribute action items to relevant stakeholders promptly.
• Coordinate virtual events and internal team sessions to foster collaboration and engagement.

Communication Support

• Draft professional emails and internal announcements with clarity and conciseness.
• Coordinate communication between departments to ensure alignment and transparency.
• Respond to routine inquiries in a professional and timely manner to maintain high service standards.
• Support internal knowledge-sharing initiatives to promote continuous learning and development.

Office & Administrative Coordination

• Maintain digital office systems and shared resources to support seamless operations.
• Track administrative supplies and software subscriptions to ensure availability and compliance.
• Assist with vendor documentation and administrative records to maintain strong vendor relationships.
• Support travel planning and expense documentation when required to facilitate business operations.
• Ensure administrative processes remain organized, efficient, and compliant with company policies.

Data & Reporting

• Update internal databases and spreadsheets to reflect accurate and current information.
• Compile weekly and monthly administrative reports to provide insights for management decision-making.
• Perform quality checks on records to ensure accuracy, completeness, and compliance with standards.
• Generate routine reports for management to support strategic planning and operational oversight.

Process Improvement

• Identify opportunities to enhance administrative workflows and recommend efficiency improvements.
• Participate in projects aimed at improving operational effectiveness and reducing redundancies.
• Assist in implementing new administrative tools and procedures to drive innovation and productivity.

Required Qualifications

• High school diploma is required; an Associate's or Bachelor's degree in Business Administration, Management, Communications, or a related field is preferred.
• 0–2 years of experience in administrative roles, office support, customer service, internships, or similar positions.
• Strong organizational and multitasking abilities to manage competing priorities effectively.
• Excellent written and verbal communication skills in English to convey information clearly and professionally.
• High attention to detail and accuracy to ensure the integrity of records and communications.
• Ability to manage priorities and deadlines independently in a remote work environment.
• Proficiency in standard office software, including Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.
• Strong problem-solving skills and a proactive approach to addressing operational challenges.