Administrative Assistant

About Asteria HR

Asteria HR is a modern, human-first consulting firm that partners with organizations across the United States. Our team works in a fast-paced, collaborative environment where organization, communication, responsiveness, and attention to detail are essential to keeping daily operations running smoothly.

Position Summary

Asteria HR is seeking a highly organized, proactive, and dependable Administrative Assistant to provide day-to-day administrative and operational support to our team and leadership.

This role is focused on keeping communications, schedules, tasks, files, recruiting support, and internal projects organized and moving forward. The ideal candidate is detail-oriented, comfortable managing multiple priorities, communicates professionally, and takes initiative to follow up and ensure tasks are completed.

Success in this role requires excellent organization, strong written and verbal communication, good judgment, confidentiality, empathy, and the ability to work independently in a fast-paced remote environment.

Essential Duties & ResponsibilitiesEmail & Inbox Management

• Monitor shared inboxes regularly throughout the workday.
• Review and organize incoming emails, including archiving messages that no longer require attention.
• Identify important, urgent, and time-sensitive communications and escalate them to the appropriate team member.
• Add emails requiring action to the appropriate team member’s task list.
• Draft professional email responses for review and approval.
• Forward requests to the appropriate team member and help ensure they are addressed in a timely manner.
• Follow up on important communications to confirm they have been viewed and acknowledged.
• Help ensure client and internal requests receive an initial response within one business day.

Executive & Meeting Support

• Review leadership calendars each morning and prepare a concise overview of the day’s meetings.
• Include relevant meeting times, attendees, clients, topics, and internal resources in meeting summaries.
• Gather and organize documents, links, notes, and other resources needed for upcoming meetings.
• Provide administrative meeting support as needed.
• Help track action items and follow-up tasks resulting from meetings.

Task & Priority Management

• Maintain and update daily and weekly task lists.
• Review previous emails, meeting notes, and pending items to identify outstanding tasks.
• Assign or route tasks to the appropriate team member as directed.
• Verify completed tasks are properly marked and closed.
• Send follow-up reminders regarding outstanding or overdue items.
• Assist with keeping daily priorities organized and up to date.
• Prepare and distribute recurring reports as directed.

Recruiting & Indeed Support

• Post approved job advertisements on Indeed.
• Add screening questions and application criteria to postings.
• Monitor incoming applications and candidate flow.
• Maintain accurate applicant tracking information.
• Update job statuses and postings as needed.
• Support the team with agreed-upon recruiting administrative tasks and follow-ups.

File & Document Organization

• Maintain organized shared Drive folders according to established company filing structures.
• Ensure new documents are saved in the appropriate locations and labeled correctly.
• Review existing files for accuracy, duplication, outdated information, and incorrect placement.
• Assist with ongoing file cleanup and organization.
• Handle internal and client information with appropriate confidentiality and discretion.

Project & Administrative Support

• Assist with client and project setup in collaboration with the Operations team.
• Review projects and documentation for completeness and organization.
• Maintain administrative trackers, logs, and records.
• Compile summaries of completed tasks and outstanding items.
• Support special projects and other administrative assignments as directed by leadership.

Process Improvement

• Identify opportunities to improve email management, task tracking, file organization, and other administrative processes.
• Recommend practical ways to make workflows more organized and efficient.
• Assist with updating administrative processes, templates, and tracking systems.
• Proactively identify tasks or areas that require follow-up rather than waiting for direction.

Required Qualifications

• Previous experience as an Administrative Assis…