Job Description

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. 

Requirements

• 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.

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