We're looking for a virtual assistant to handle the day-to-day administrative work that keeps our small business running smoothly. You'll manage schedules, handle email, coordinate with clients and vendors, process invoices, and organize information across multiple projects. This is a remote position where you'll work independently but stay connected with our team through regular check-ins and shared systems.
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
Coordinate 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
Assist 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
Ability 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)
Benefits
Fully remote position with flexible work-from-home setup
Health insurance (medical, dental, vision) with company contribution after 90 days
Paid time off: 15 days per year plus company holidays
Professional development budget ($500 annually) for courses, certifications, or training
Opportunities to grow into specialized roles (bookkeeping, HR support, project coordination) as the business scales
Collaborative team culture with regular video check-ins and clear communication
Equipment stipend ($300-500) to set up your home office