Administrative / Virtual Assistant

We are seeking a highly organized, dependable, and detail-oriented Administrative / Virtual Assistant to provide administrative, clerical, and operational support to our team. This position is responsible for managing schedules, coordinating communications, maintaining records, preparing documents, handling data entry, organizing meetings, and assisting with day-to-day business operations.

The ideal candidate is professional, self-motivated, comfortable working independently, and able to manage multiple priorities while maintaining accuracy and confidentiality. Strong computer skills, communication skills, time management, and attention to detail are essential.

Key Responsibilities

Administrative Support

• Provide daily administrative and clerical support to managers, team members, and departments.
• Manage calendars, appointments, meetings, and schedules.
• Schedule and coordinate meetings, conference calls, and virtual appointments.
• Prepare agendas, meeting materials, notes, and follow-up items.
• Monitor deadlines, tasks, and important dates.
• Create, edit, format, and organize documents, reports, presentations, and spreadsheets.
• Maintain organized electronic files and folders.
• Assist with general office and administrative projects.
• Perform other administrative duties as assigned.

Email and Communication Management

• Monitor and organize company or executive email inboxes.
• Respond to routine emails and inquiries professionally and promptly.
• Draft correspondence, announcements, reminders, and follow-up communications.
• Forward messages to the appropriate team member or department.
• Track important requests and ensure timely follow-up.
• Maintain professional communication with customers, vendors, employees, and business partners.

Calendar and Scheduling

• Manage one or more calendars and coordinate appointments.
• Schedule internal and external meetings.
• Send meeting invitations and reminders.
• Coordinate schedules across multiple time zones when necessary.
• Reschedule appointments and communicate schedule changes.
• Help prevent scheduling conflicts and maintain accurate calendars.

Data Entry and Record Management

• Enter and update information in databases, spreadsheets, CRM systems, and other software.
• Verify data for accuracy and completeness.
• Maintain organized digital records and documents.
• Perform data cleanup and identify duplicate or incorrect information.
• Scan, upload, rename, and organize documents.
• Retrieve information and records when requested.
• Maintain accurate and confidential company records.

Customer and Client Support

• Respond to routine customer or client questions through email, phone, or chat.
• Provide general information regarding services, appointments, processes, or account-related matters.
• Document customer interactions and requests.
• Schedule customer appointments and follow-up calls.
• Route complex issues to the appropriate employee or department.
• Follow up on outstanding customer requests.

Meeting and Project Coordination

• Coordinate meetings and virtual events.
• Prepare meeting materials and supporting documents.
• Take meeting notes and distribute action items when required.
• Track assigned tasks and deadlines.
• Follow up with team members regarding outstanding action items.
• Assist with project organization and administrative coordination.
• Maintain project files and documentation.

Research and General Support

• Conduct basic online research and compile information.
• Prepare summaries, lists, spreadsheets, and reports.
• Gather information from internal systems and approved external sources.
• Assist with presentations and business documents.
• Research vendors, products, services, appointments, or other business needs as assigned.
• Support managers and team members with special projects.

File and Document Management

• Maintain organized electronic filing systems.
• Create and maintain folders according to company standards.
• Name and categorize documents consistently.
• Ensure important documents are stored in the appropriate locations.
• Assist with document retention and archiving.
• Protect confidential and sensitive files.

Office and Business Operations

• Assist with ordering office supplies and business materials when applicable.
• Coordinate with vendors and service providers as directed.
• Maintain lists of contacts, vendors, subscriptions, and business resources.
• Assist with expense tracking and administrative records.
• Support routine operational processes.
• Help identify administrative tasks that can be improved or streamlined.

Required Qualifications

• High school diploma or GED equivalent.
• Previous administrative, clerical, customer service, or virtual-assistant experience preferred.
• Strong written and verbal communication skills.
• Excellent organization and time-management abilities.
• Strong attention to detail.
• Proficiency with computers, email, calendars, and online applications.
• Ability to work independently with minimal supervision.
• Ability to manage multiple tasks and meet deadlines.
• Strong problem-solving and follow-up skills.
• Ability to handle confidential information professionally.
• Reliable internet connection and appropriate workspace for remote work, if applicable.

Preferred Qualifications

• 1–3 years of administrative or virtual-assistant experience.
• Experience supporting executives, managers, or business teams.
• Experience working remotely.
• Experience with Microsoft Office or Google Workspace.
• Experience with CRM, project-management, scheduling, or communication platforms.
• Experience with data entry and document management.
• Experience coordinating meetings across multiple time zones.
• Experience in customer service or client support.

Technical Skills

The Administrative / Virtual Assistant should be comfortable using:

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Google Docs
• Google Sheets
• Google Drive
• Google Calendar
• Zoom or other video-conferencing