Administrative Assistant

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🕒 April 3

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Cobalto Talent

WebsiteLinkedInAll Job Openings

11 - 50 employees

Founded 2022

🎯 Recruiter

🤝 B2B

Recruitment • B2B

Cobalto Talent is a Mexico- and North America-focused recruitment agency that connects companies with vetted candidates through a fast, efficiency-oriented hiring process. They offer a large candidate pool, candidate evaluation, and support services, and emphasize speed (placements in as little as 24 hours), cost and time savings, and the use of specialized software and AI to enhance sourcing and selection. Cobalto Talent serves companies (B2B) across industries, providing end-to-end recruitment and onboarding support.

📋 Description

• Manage complex leadership scheduling across time zones • Coordinate internal/external meetings and travel logistics • Anticipate and prevent scheduling conflicts • Prepare agendas and meeting materials • Take structured meeting notes and track action items • Ensure follow-through and accountability • Coordinate documentation, system access, and scheduling • Ensure smooth transitions for new and departing team members • Review resumes and conduct initial discovery calls • Process invoices and track receivables • Follow up with clients professionally • Support month-end reporting and audit preparation • Draft and format contracts, reports, and client deliverables • Maintain version control and SOP compliance • Manage e-signature workflows • Identify inefficiencies and implement workflow improvements • Create scalable administrative systems

🎯 Requirements

• 3–5 years of experience in administrative or operations support • Experience in professional services or remote-first environments • Familiarity with invoicing tools and AR tracking (QuickBooks preferred) • Strong Excel skills and comfort learning new tech tools • Experience with tools like DocuSign, HubSpot, Notion, or similar • Excellent written and verbal communication skills • Comfortable communicating with C-level stakeholders • Exceptional organization and attention to detail • High discretion with confidential information • Self-starter mindset with strong problem-solving ability

🏖️ Benefits

• Competitive base salary (based on experience) • Clear growth path within a scaling firm • Entrepreneurial, ownership-driven culture • Direct exposure to leadership and strategic initiatives • Remote work flexibility (PST/CST schedule, Monday–Friday)