Virtual Assistant

Responsibilities

• Manage calendars for multiple team members, scheduling meetings, sending reminders, and handling booking requests from clients
• Monitor and organize email inboxes, flag urgent messages, draft responses, and ensure nothing falls through the cracks
• Process invoices, track expenses, and maintain financial records in our accounting system
• Cook with vendors and service providers—get quotes, schedule appointments, follow up on deliverables
• Create and maintain spreadsheets for project tracking, client lists, inventory, or other operational data
• Prepare documents, presentations, and reports by gathering information from team members and organizing it clearly
• Handle customer inquiries via email or phone, answer basic questions, and direct complex issues to the right person
• Research vendors, pricing, and solutions for business needs and present findings to leadership
• Maintain organized digital filing systems and ensure documents are easy for the team to find
• Aid with social media posting, basic content updates to the website, or other communication tasks as needed

Requirements

• 2+ years of experience in an administrative, office support, or virtual assistant role
• Proficiency with Microsoft Office (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Gmail)
• Comfortable learning and using business software like Slack, Asana, Monday.com, or similar project management tools
• Strong written and verbal communication skills—you explain things clearly and catch errors before they happen
• Able to organize multiple tasks and deadlines without constant direction
• Reliable internet connection and a quiet, professional workspace for calls and meetings
• Comfortable working independently in a remote environment with minimal supervision
• High school diploma or equivalent; some college or business administration certification is a plus

Nice to Have

• Experience with bookkeeping, accounting software (QuickBooks, FreshBooks), or financial processes
• Familiarity with CRM systems like HubSpot or Salesforce
• Experience managing social media accounts or basic graphic design tools like Canva
• Bilingual capability (Spanish, Mandarin, or other languages useful for our client base)