Virtual Assistant

Virtual Assistant
Location: Remote
Schedule: Full-time with substantial overlap with United States Eastern Time business hours
Reports to: Company Leadership and the Operations Team
About the Role
We are hiring a proactive, detail-oriented Virtual Assistant to keep daily administrative and operational work organized, accurate, and moving forward. You will support company leadership and a distributed team by managing recurring tasks, coordinating schedules and follow-ups, maintaining records, preparing documents, and completing practical research and communication assignments.
This role is ideal for someone who enjoys creating order, closing loops, and making a busy team easier to run. You will receive clear priorities, but you should be comfortable organizing the steps, asking focused questions, and completing routine work without repeated reminders.
What You Will Do
Manage inboxes, calendars, meetings, reminders, and recurring administrative tasks. Prepare agendas, meeting notes, follow-up lists, documents, and simple presentations. Maintain organized digital files, shared folders, templates, and internal records. Draft clear and professional communications.
Update project trackers, task boards, CRM records, spreadsheets, and databases. Coordinate appointments, deadlines, document requests, and project logistics. Follow up with team members, vendors, candidates, or customers and record next steps. Monitor assigned work and flag delays, missing information, or decisions requiring attention.
Conduct online research on vendors, tools, people, services, and business questions. Verify important details, compare options using practical criteria, and summarize findings clearly. Clean, organize, and quality-check information before it is shared or entered into a system.
Respond to routine questions by email or chat using approved information and templates. Route requests to the correct owner and ensure promised follow-ups happen. Help onboard contractors or team members by preparing documents, access checklists, and schedules. Turn repeatable work into checklists, templates, and procedures.
What We Are Looking For
You have at least two years of experience as a Virtual Assistant, Administrative Assistant, Operations Assistant, Project Coordinator, or similar support professional. You communicate clearly in written and spoken English and demonstrate strong organization, accuracy, time management, and follow-through.
You are confident using Google Workspace or Microsoft Office, especially email , calendars, documents, and spreadsheets. You have experience updating a CRM, project-management system, tracker, or database and can manage multiple recurring tasks and deadlines remotely.
You exercise sound judgment with confidential information and professional communications. You have a reliable computer, stable internet, a backup plan, and a professional remote workspace. You can consistently overlap with United States Eastern Time business hours.
How You Work
You are dependable and careful. You meet commitments, communicate early when circumstances change, and check names, dates, links, numbers, attachments, and formatting before sending work.
You are resourceful and follow through. You search existing information, try reasonable solutions, ask specific questions, track responses, provide reminders when appropriate, and close the loop.
You communicate clearly and improve recurring work. Your updates explain what is complete, what is pending, and what needs a decision. When a task repeats, you help make it easier and more consistent.
Technology
You should be comfortable with Google Workspace, Microsoft Office, spreadsheets, video meetings, chat tools, shared drives, project-management software, and CRM systems. Familiarity with Notion, Airtable, Asana, ClickUp, ---------- , Canva, ChatGPT, Claude, Zapier, Make, or similar tools is helpful. Strong digital judgment and the ability to learn independently matter most.
What Success Looks Like
Calendars, inboxes, trackers, files, and recurring tasks stay organized and current. Routine requests are handled accurately. Team members receive timely follow-ups and understand the next step. Research and administrative deliverables are polished and ready to use. Important details and deadlines do not fall through the cracks. Repetitive work becomes documented and more efficient.
This Role Is Not a Fit If
This position is not a fit if you need step-by-step direction for every routine assignment, frequently miss details, wait silently when work is blocked, or are uncomfortable following up and learning new software. It is also not a fit if you prefer little written communication or personal accountability.
Working Arrangement
This is a full-time remote role for an independent professional. Substantial overlap with United States Eastern Time business hours is required. Compensation will be based on experience, demonstrated ability, and geographic market.
How to Apply
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