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 every initiative and interaction. As a remote-first organization, we empower our team members to deliver impactful contributions while advancing their professional growth in an inclusive and supportive 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 optimization 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 and professionalism.
• Maintain accurate and efficient digital filing systems and document repositories.
• Organize and archive company records while ensuring strict confidentiality and compliance with data protection policies.
• Monitor shared inboxes and promptly distribute requests to the appropriate team members.
• 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 and formats.
• 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 clarity.
• Send meeting invitations and reminders to ensure all participants are informed and prepared.
• Prepare agendas and compile meeting materials to support productive discussions.
• Record meeting notes and distribute action items to relevant stakeholders in a timely manner.
• Coordinate virtual events and internal team sessions to foster collaboration and engagement.

Communication Support

• Draft professional emails and internal announcements with clear and concise messaging.
• Coordinate communication between departments to facilitate seamless information flow.
• Respond to routine inquiries in a professional and timely manner, representing the organization with integrity.
• Support internal knowledge-sharing initiatives to promote a culture of continuous learning.

Office & Administrative Coordination

• Maintain digital office systems and shared resources to ensure accessibility and efficiency.
• Track administrative supplies and software subscriptions to support operational needs.
• Assist with vendor documentation and administrative records to maintain compliance and transparency.
• Support travel planning and expense documentation when required, ensuring accuracy and adherence to policies.
• Ensure administrative processes remain organized, efficient, and aligned with organizational goals.

Data & Reporting

• Update internal databases and spreadsheets with accuracy and consistency.
• Compile weekly and monthly administrative reports to provide insights into operational performance.
• Perform quality checks on records to verify accuracy, completeness, and compliance with standards.
• Generate routine reports for management to support informed decision-making.

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 relevant experience in administrative support, office coordination, customer service, internships, or similar roles.
• Strong organizational and multitasking abilities to manage competing priorities effectively.
• Excellent written and verbal communication skills in English, with the ability to convey information clearly and professionally.
• High attention to detail and accuracy in all tasks and documentation.
• Ability to manage priorities and deadlines independently in a remote work environment.