Administrative/Virtual Assistant

Job Overview

We are seeking an organized, proactive, and detail-oriented Administrative / Virtual Assistant to support our day-to-day business operations. In this role, you will handle administrative tasks, manage communications, organize schedules, and keep digital systems running smoothly. You will serve as a key point of contact for routine operational support, ensuring team workflows remain efficient and deadlines are met.

Key Responsibilities

  • Calendar & Schedule Management: Coordinate internal and external meetings, manage calendars, resolve scheduling conflicts, and send timely reminders.
  • Communication Support: Monitor and manage email inboxes, draft routine correspondence, respond to general inquiries, and direct urgent messages to the appropriate team members.
  • Document & Data Management: Create, format, and maintain spreadsheets, presentation decks, reports, and digital file management systems (e.g., Google Drive, Dropbox).
  • Administrative Operations: Prepare meeting agendas, take detailed meeting minutes, track action items, and manage routine data entry tasks.
  • Customer & Client Coordination: Handle basic customer service follow-ups, intake forms, and client onboarding documentation.
  • Travel & Expense Tracking: Arrange travel itineraries, book accommodations, prepare expense reports, and track receipts.
Skills & Qualifications
  • Experience: Proven experience as an Administrative Assistant, Executive Assistant, Virtual Assistant, or similar office support role.
  • Software & Tools: High proficiency with Google Workspace (Docs, Sheets, Slides, Drive), Microsoft Office (Word, Excel, PowerPoint), and team collaboration tools (Slack, Zoom, Trello, Asana).
  • Communication Skills: Excellent written and verbal English communication skills with a professional, customer-focused demeanor.
  • Organization & Time Management: Strong ability to prioritize tasks, multitask efficiently, and work independently with minimal supervision.
  • Attention to Detail: High level of accuracy in data entry, document editing, and proofreading.
Preferred Qualifications
  • Prior experience working in remote or hybrid environments.
  • Familiarity with basic CRM or project management platforms (e.g., Salesforce, Notion, ClickUp).
  • Basic bookkeeping or invoicing experience (e.g., QuickBooks).
Benefits
  • Flexible work schedule with full-time or part-time options (remote/hybrid).
  • Paid time off (PTO) and company-observed holidays.
  • Opportunities for professional growth and ongoing skill development.
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