35753427558 - Virtual Assistant
A Virtual Assistant is responsible for delivering comprehensive administrative support that ensures smooth operations and allows leadership to focus on strategic initiatives. This position involves close collaboration with internal teams, clients, and vendors to handle scheduling, documentation, research, and crucial follow-up activities. The ideal candidate possesses exceptional organizational skills, attention to detail, and a proactive approach to resolving administrative challenges.
Responsibilities:
- Record and mark invoices as paid, keeping financial documentation accurate and up to date.
- Prepare, send, and track NDAs and contracts, ensuring timely responses and secure record-keeping.
- Schedule and organize meetings, handle messages, distribute agendas, and manage follow-ups.
- Gather and synthesize relevant information before client or internal meetings to aid decision-making.
- Book dinners, lunches, and travel accommodations, aligning details with schedules and budgets.
- Distribute post-meeting information, monitor action items, and confirm completion deadlines.
- Filter emails, draft responses, and prioritize key messages to maintain smooth workflows.
- Update databases, maintain digital files, and ensure seamless access to relevant information.
- Communicate with suppliers, clients, or partners to obtain quotes, confirm orders, or clarify project details.
- Track deadlines, prepare status updates, and coordinate with team members to keep tasks on schedule.
- At least 3 years of virtual assistance experience
- Strong ability to multitask, manage priorities, and maintain precision under time constraints.
- Excellent verbal and written communication for professional interaction with clients and team members.
- Technical Proficiency:
- Familiarity with office and collaboration tools (ex: Google Workspace/Microsoft Office).
- Experience using project management platforms (ex: Trello, Asana, Monday.com) to track and update tasks.
- Ability to conduct virtual meetings via Zoom, Google Meet, Microsoft Teams, or similar platforms.
- Comfort with accounting or invoicing software (ex: QuickBooks, Xero) to manage payments and financial records.
- Exposure to eSignature and digital contract tools (ex: DocuSign, Pandadoc, Adobe Signature)
- Comfortable taking on new responsibilities and embracing change in a dynamic environment.
- Resourceful and proactive in troubleshooting administrative challenges and streamlining processes.
Average salary estimate
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Are you an organized go-getter who thrives in a fast-paced environment? Join our team as a Virtual Assistant! This role is a fantastic opportunity to shine at a dynamic company, where your administrative skills will play a pivotal role in supporting leadership in their strategic endeavors. As a Virtual Assistant, you'll work closely with various teams, clients, and vendors to facilitate seamless operations. Your day-to-day tasks will include managing schedules, handling documentation, conducting research, and following up on essential items. With at least three years of virtual assistance experience, you're proficient in multitasking and managing priorities while maintaining a sharp eye for detail. You'll be responsible for ensuring timely responses to NDAs and contracts, scheduling meetings, organizing travel accommodations, and so much more. Familiarity with collaboration tools like Google Workspace or Microsoft Office will serve you well, along with exposure to project management platforms and accounting software such as QuickBooks. If you're someone who enjoys streamlining processes, embraces new responsibilities, and is eager to contribute to a thriving team environment, we’d love to hear from you. Let’s work together to take our operations to the next level!
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