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

About PULSE (MENA)

PULSE (MENA) is a dynamic and forward-thinking organization committed to driving operational excellence and fostering innovation across the Middle East and North Africa region. Our core values—collaboration, efficiency, integrity, and continuous learning—guide every aspect of our work. As a remote-first organization, we empower our team members to deliver exceptional results while growing professionally in an inclusive and supportive environment. We are currently seeking a motivated, detail-oriented, and highly organized Entry-Level Administrative Professional to join our Operations team. This role is perfect for individuals at the beginning of their administrative career who thrive in organizing information, supporting teams, resolving day-to-day operational challenges, and ensuring seamless business operations.

Position Overview

As an Entry-Level Administrative Professional within PULSE (MENA), you will play a pivotal role in providing essential administrative and operational support to various departments across the organization. Your responsibilities will include coordinating schedules, managing documentation, facilitating internal communications, organizing meetings, maintaining accurate records, and contributing 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 in 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 up-to-date 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 efficiently 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.
• Prepare operational reports using standardized company templates and frameworks.
• Monitor task completion and proactively 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 professionalism.
• Send meeting invitations and timely reminders to all participants.
• Prepare comprehensive agendas and meeting materials to ensure productive discussions.
• Record detailed meeting notes and distribute clear action items to relevant stakeholders.
• Coordinate virtual events and internal team sessions to foster engagement and collaboration.

Communication Support

• Draft professional emails and internal announcements with clarity and conciseness.
• Facilitate seamless communication between departments to promote cross-functional alignment.
• Respond to routine inquiries in a timely and professional manner, maintaining a high standard of service.
• Support internal knowledge-sharing initiatives to enhance team learning and development.

Office & Administrative Coordination

• Maintain digital office systems and shared resources to ensure accessibility and organization.
• Track administrative supplies and software subscriptions to support operational needs.
• Assist with vendor documentation and administrative records to maintain compliance.
• Support travel planning and expense documentation when required to ensure accuracy and reimbursement.
• 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 for decision-making.
• Perform quality checks on records to verify accuracy, completeness, and compliance.
• Generate routine reports for management to support strategic planning and performance evaluation.

Process Improvement

• Identify opportunities to enhance administrative workflows and operational efficiency.
• Recommend and implement efficiencies in documentation and communication processes.
• Participate in projects aimed at improving operational effectiveness and scalability.
• Assist in the implementation of new administrative tools and procedures to drive continuous improvement.

Required Qualifications

• A 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 skills with the ability to manage multiple tasks and priorities effectively.
• Excellent written and verbal communication skills in English, with a focus on clarity and professionalism.
• High attention to detail and a commitment to accuracy in all tasks and documentation.
• Ability to work independently in a remote environment while maintaining productivity and collaboration.
• Proficiency in standard office software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with digital collaboration tools.
• Strong problem-solving abilities and a proactive approach to addressing operational challenges.