Senior Administrative Specialist / PMO Specialist

As a Senior Administrative Specialist / PMO Specialist, you will serve as the operational and administrative backbone of the business, ensuring seamless customer onboarding, supporting research, and cross-functional coordination, tracking key performance metrics, and executing special initiatives driven by executive leadership.

The role involves working closely with leadership, operations, and customer-facing teams in a fast-paced, remote environment. You’ll be at the center of the business—keeping projects on track, driving onboarding and coordination efforts, and ensuring seamless day-to-day operations that directly elevate the customer experience.

Duties and Responsibilities:

Remote Executive & Administrative Support

• Provide direct day-to-day support to the Head of Customer Success and the CEO on an ad-hoc/escalated basis.
• Track operational and administrative directives to keep broader business initiatives moving forward.
• Support the writing, updating, and organizing of Standard Operating Procedures (SOPs), sales playbooks, customer onboarding guides, and business knowledge bases.
• Continuously optimize administrative workflows using modern business applications and AI prompting.

Onboarding & Business PMO

• Support the Head of Customer Success in the end-to-end administrative management for onboarding new clients, ensuring a smooth transition.
• Act as the primary administrative bridge across key business areas, tracking project schedules, operational documentation, and customer timelines.
• Provide real-time updates across the business regarding carrier performance, logistical timelines, and potential operational impacts.

Reporting, Data Management & AI Efficiency

• Leverage strong Microsoft Excel/Google Sheets skills to organize business data, run calculations, and maintain operational/sales tracking sheets.
• Use AI tools daily to accelerate tasks like drafting emails, summarizing meeting notes, structuring data, and refining SOPs.
• Provide administrative support for partner reviews and CEO-led meetings, including scheduling, drafting agendas, formatting presentations, and logging follow-ups.

Client-Facing & Stand-In Responsibilities

• Join customer calls for support and follow-ups.
• Build knowledge to contribute during client conversations when appropriate.
• Stand in as a company representative when the Head of Customer Success is unavailable.

Software / Tool Stack

• Daily use of tools like Notion, Slack, Gmail/Google Workspace, and potential CRM-related tasks.
• Strong technical proficiency and adaptability to learn multiple systems quickly.