Telecommut
Key Responsibilities
Administrative & Executive Support
- Manage and maintain complex executive calendars, including scheduling meetings, appointments, calls, and events across multiple time zones
- Coordinate and confirm travel arrangements including flights, hotels, ground transportation, and detailed itineraries
- Screen, organize, and respond to emails and phone calls on behalf of executives or managers, ensuring timely follow-up on all correspondence
- Prepare, proofread, and format professional documents including reports, memos, proposals, presentations, and meeting agendas
- Take accurate meeting minutes and distribute action items to relevant stakeholders in a timely manner
- Maintain and organize digital filing systems, cloud storage, and document libraries for easy retrieval
- Handle expense tracking, invoice management, and basic bookkeeping tasks using tools such as QuickBooks or Excel
- Draft and send professional communications on behalf of leadership as directed
- Conduct background research and compile briefing documents ahead of key meetings or negotiations
- Assist in planning, coordinating, and tracking progress on multiple projects simultaneously using project management tools such as Asana, Trello, Monday.com, or ClickUp
- Monitor project deadlines, follow up with team members on outstanding tasks, and escalate delays or issues to management promptly
- Support the onboarding of new employees or contractors by preparing documentation, coordinating equipment or system access, and scheduling orientation sessions
- Assist in the development and documentation of internal processes, standard operating procedures, and workflow improvements
- Coordinate interdepartmental communication to ensure smooth day-to-day operations
- Assist with vendor management, contract tracking, and procurement of office or operational supplies as needed
- Serve as a first point of contact for clients, partners, and stakeholders via email, phone, or chat platforms, representing the company professionally at all times
- Handle customer inquiries, complaints, and follow-ups in a courteous and timely manner, escalating complex issues to the appropriate team member
- Maintain and update CRM databases with accurate client and contact information
- Assist with the coordination and follow-up of business development activities, including outreach campaigns and meeting scheduling
- Conduct thorough online research on a wide range of topics including market trends, competitor activity, industry news, vendors, products, and potential partners
- Compile research findings into clear, concise summaries and actionable reports for decision-makers
- Prepare and maintain regular operational and performance reports, dashboards, and data summaries as requested
- Monitor industry news and flag relevant updates, opportunities, or risks to the appropriate stakeholders
- High school diploma or equivalent required; Bachelor's degree in Business Administration, Communications, or a related field strongly preferred
- Minimum 2–4 years of proven experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, or in a similar support role
- Exceptional written and verbal communication skills with a professional and polished tone
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace (Docs, Sheets, Slides, Drive, Gmail, Calendar)
- Experience with project management platforms such as Asana, Trello, Monday.com, or ClickUp
- Familiarity with CRM tools such as Salesforce, HubSpot, or Zoho
- Experience with communication and collaboration platforms including Slack, Microsoft Teams, and Zoom
- Competitive hourly rate or monthly salary commensurate with experience and qualifications
- Performance-based bonuses and incentives
- Flexible remote work schedule with work-life balance emphasis
- Paid time off, sick leave, and company-observed holidays
- Health, dental, and vision insurance eligibility (for full-time employees)
- 401(k) retirement plan with employer contribution
- Access to professional development resources, online courses, and certifications
- Employee wellness and assistance programs
- Inclusive, collaborative, and growth-oriented remote work culture
- Full-time position: 35–40 hours per week
- Part-time options may be available depending on business needs
- Core working hours to be established in alignment with the executive or team being supported
- Occasional flexibility may be required to accommodate different time zones or urgent tasks outside regular hours
