Administrative Assistant

Virginia Highlands Small Business Incubator; Abingdon (VA); On-site; USD 32,000 - 45,000; Full time

Job summary

The Virginia Highlands Small Business Incubator in Abingdon, VA is seeking a full-time Administrative Assistant to support daily on-site operations. You will greet visitors, answer calls, manage schedules and room bookings, and assist with meeting logistics for tenants and partners.

You will prepare basic documents, maintain files, coordinate shared resources, and provide clerical and executive support to leadership and staff—creating a welcoming, efficient environment for small businesses.

Qualifications

• Scheduling, filing, document preparation, and record management.
• Strong phone etiquette and professional communication.
• Experience supporting leadership with calendar coordination and meetings.
• Proficiency with office technology such as email, word processing, spreadsheets.
• Excellent organization and attention to detail.
• Confidentiality and teamwork with tenants and partners.
• High school diploma required; related coursework preferred.
• Experience in office, reception, or customer service for small businesses.

Responsibilities

• Greet visitors and handle front-desk reception duties.
• Answer and direct phone calls; respond to inquiries.
• Manage schedules and room bookings; assist with events.
• Prepare basic documents and maintain files and records.
• Coordinate use of shared office resources and update databases.
• Provide clerical and executive support to leadership and staff.

Skills

Administrative Skills

Phone Etiquette

Executive Support

Office Technology

Organizational Skills

Collaboration

High School Diploma

Reception Experience

Education

High School Diploma

Tools

VoIP Phone Systems

Printers & Copiers

Email & Office Apps

Job description

Company Description

The Virginia Highlands Small Business Incubator is an economic development facility jointly created by the Town of Abingdon and Washington County, VA to support local business growth. It focuses on assisting start-up enterprises and expanding businesses in Washington County by providing affordable space and essential services. Tenants have access to offices, office suites, conference and training rooms, and manufacturing bays, along with on-site staff support and networking opportunities. The facility also offers shared resources such as printers, copiers, fax machines, wireless internet, VoIP phone systems, and free on-site business improvement presentations. This environment is designed to help entrepreneurs and small businesses operate efficiently and grow sustainably.

Role Description

The Administrative Assistant is a full-time, on-site role based in Abingdon, VA, supporting the daily operations of the Virginia Highlands Small Business Incubator. This position handles front-desk reception duties, including greeting visitors, answering and directing phone calls, and responding to general inquiries from tenants and guests. Responsibilities include managing schedules and room bookings, assisting with meeting and event logistics, preparing basic documents, maintaining files and records, and supporting communication with tenants and community partners. The Administrative Assistant also helps coordinate use of shared office resources, updates contact lists and databases, and provides general clerical and executive support to the Incubator's leadership and on-site personnel. The role requires consistent, professional interaction with diverse business owners and a focus on creating a welcoming, efficient environment.

Qualifications

• Demonstrated Administrative Assistance and Clerical Skills, including scheduling, filing, document preparation, and record management.
• Strong Phone Etiquette and Communication abilities, with a professional, clear, and courteous approach to in-person and remote interactions.
• Experience providing Executive Administrative Assistance, such as calendar coordination, meeting support, and basic reporting for leadership.
• Proficiency with office technology and tools (e.g., email, word processing, spreadsheets, printers, copiers, VoIP phone systems).
• Excellent organizational skills, attention to detail, and reliability in handling multiple tasks and priorities.
• Ability to work collaboratively with tenants, staff, and external partners while maintaining confidentiality and professionalism.
• High school diploma or equivalent required; additional coursework or certification in business, office administration, or a related field is preferred.
• Prior experience in an office, reception, or customer service environment, ideally supporting small businesses or community organizations.