Job Description

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

• 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

• 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)

• 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

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