ADMINISTRATIVE ASSISTANT

VaVa Virtual Assistants; United States; Remote; USD 35,000 - 65,000; Full time

Job summary

A leading company is seeking a skilled Virtual Administrative Assistant to manage client relationships and provide high-quality remote back office support. This position offers the flexibility of remote work while requiring strong organizational and communication skills. Candidates must have at least two years of experience in a virtual role and be self-motivated, ready to embrace the company culture.

Qualifications

• At least 2 years of demonstrated experience as an Administrative Assistant.
• Experience working full-time in a virtual role.
• Available at least 20 hours per week.

Responsibilities

• Manage client accounts and interactions effectively.
• Input data accurately and maintain organized records.
• Schedule appointments and oversee calendars.

Skills

Organization

Communication

Problem-Solving

Attention to Detail

Time Management

Tools

Google Suite

Microsoft Office

Job description

VIRTUAL ADMINISTRATIVE ASSISTANT - CONTRACT/REMOTE

VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia. We help businesses thrive by connecting them with one of our virtual professionals for specialized support across various industries. While our team is remote, we enjoy getting to know one another through daily conversation, project collaboration, and all-company virtual gatherings.

We are looking for a skilled Administrative Assistant who is capable of managing the account and client relationship. You will be responsible for running remote back office support seamlessly and efficiently to ensure client satisfaction. To succeed in this role, you must be self-motivated, self-disciplined, and demonstrate a level of expertise that qualifies you to be a trusted advisor to our clients.

In addition to having the opportunity to work with our clients, you will be connected to the rest of our VaVa Team. This community is made up of kind, talented, and driven contractors who truly want to see one another succeed. You will be included in regular calls with clients and other contractors, and have the opportunity to reflect our company’s mission, vision, and values.

Please take a close look at the requirements and qualifications listed below as these are what will lead to success in this role. We sincerely appreciate your interest in joining our team!

EXPECTATIONS

Represent VaVa Virtual Assistants in a Positive & Professional Manner

• Demonstrate an exceptional work ethic and a positive attitude in all interactions
• Ensure all communication reflects the company’s values and level of professionalism
• Embrace VaVa values, standards, and contribute to a thriving company culture

Take Ownership of Client Satisfaction

• Lead and manage client accounts and interactions
• Understand and anticipate client needs while also communicating progress and updates
• Address challenges and problem-solve without compromising quality of service
• Demonstrate a commitment to excellence in high-quality work and attention to detail
• Awareness of and adherence to engagement hours, and opportunities or needs to adjust hours for service

VIRTUAL ADMINISTRATIVE ASSISTANT - CONTRACT/REMOTE

VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia. We help businesses thrive by connecting them with one of our virtual professionals for specialized support across various industries. While our team is remote, we enjoy getting to know one another through daily conversation, project collaboration, and all-company virtual gatherings.

We are looking for a skilled Administrative Assistant who is capable of managing the account and client relationship. You will be responsible for running remote back office support seamlessly and efficiently to ensure client satisfaction. To succeed in this role, you must be self-motivated, self-disciplined, and demonstrate a level of expertise that qualifies you to be a trusted advisor to our clients.

In addition to having the opportunity to work with our clients, you will be connected to the rest of our VaVa Team. This community is made up of kind, talented, and driven contractors who truly want to see one another succeed. You will be included in regular calls with clients and other contractors, and have the opportunity to reflect our company’s mission, vision, and values.

Please take a close look at the requirements and qualifications listed below as these are what will lead to success in this role. We sincerely appreciate your interest in joining our team!

EXPECTATIONS

Represent VaVa Virtual Assistants in a Positive & Professional Manner

• Demonstrate an exceptional work ethic and a positive attitude in all interactions
• Ensure all communication reflects the company’s values and level of professionalism
• Embrace VaVa values, standards, and contribute to a thriving company culture

Take Ownership of Client Satisfaction

• Lead and manage client accounts and interactions
• Understand and anticipate client needs while also communicating progress and updates
• Address challenges and problem-solve without compromising quality of service
• Demonstrate a commitment to excellence in high-quality work and attention to detail
• Awareness of and adherence to engagement hours, and opportunities or needs to adjust hours for service

Operational Responsibilities:

• Provide high-quality administrative support to clients, and occasionally collaborate with fellow VaVa team members as an opportunity for growth and to increase the level of service
• Effectively manage tasks, projects, and deadlines to always meet client expectations
• Maintain open communication with the client, external stakeholders, and the VaVa team
• Provide the utmost care to keeping sensitive and confidential information private and secure at all times

RESPONSIBILITIES

• Input data accurately and efficiently, as well as maintain organized records
• Create and maintain an organized inbox
• Schedule appointments and oversee calendars, identifying and remedying potential scheduling issues
• Be familiar with basic software such as Microsoft Office, Zoom, and G-Suite
• Able to address routine challenges and identify practical solutions in a timely manner
• Effectively communicate, both written and verbal, in a clear, accurate, and professional manner
• Able to manage a variety of tasks, meet deadlines, and navigate competing priorities
• Draft and edit basic communication such as emails, documents, and reports
• Responsible for basic orders and purchasing, and ensuring the best price possible
• Complete additional tasks as assigned and collaborate with others as needed
• Handle other administrative support tasks as requested

GENERAL QUALIFICATIONS

• Must reside and be authorized to work in the United States
• At least 2 years of the demonstrated experience outlined above
• At least 2 years of experience working full-time in a virtual role
• Available at least 20 hours per week to support high-tough (daily) clients and deliverable-focused clients

TECHNICAL QUALIFICATIONS

• Knowledge of various scheduling, project management, and CRM technologies to make helpful recommendations to clients.
• Experience making travel arrangements and handling last-minute changes.
• Experience with high-volume email inboxes and calendar management.
• Experience and comfortability with a range of technology such as Google Suite, Microsoft Office, Calendly, Slack, and project management tools.

Are you authorized to work lawfully in the United States?*

Are you available for at least 20 hours/week to support high-touch clients daily?*

Are you available between 8am and 5pm Monday through Friday in your time zone?*

Does your schedule allow you to communicate quickly and regularly during the day with clients?*

How many years of experience do you have serving in the role you're applying for?*

How many years of experience do you have working virtually?*

What is your level of interest in working as a 1099 contractor?*

Tell us why you are looking for a remote contract position.*

What is your typical freelance hourly rate?*

Do you have experience working with an agency model?*

Is there a secondary position you'd be interested in?* Social Media Assistant Social Media Manager Billing Assistant Bookkeeper Lead Generation Assistant Sales Assistant Web Developer Graphic Designer Content Writer Executive Administrative Assistant Senior Executive Administrative Assistant None

What is your personality type? (DISC, Enneagram, Myers Briggs, etc)*

Where did you hear about us?*

What CRM programs and tools are you experienced with?*

Which email systems and tools are you experienced with?*

What project management programs and tools are you experienced with?*

What other specific tools and programs are you experienced with that aid in your administrative services?*

What is your level of experience with CRM management and tools?*

What is your level of experience with project management programs and tools?*

What specific client industries do you have experience working in?*

Do you prefer Google or Microsoft workspace, and why?*

What would you do if you had an urgent question but couldn’t find anyone online?*

Your client got accidentally double-booked for two important meetings at the same time. Since you are in charge of your client's calendar, what would you do to remedy the situation?*

You have been assigned a client who needs help getting his inbox organized and that’s priority one! Unfortunately, there are over 20,000 emails in his inbox. In three steps, tell us how you would begin to conquer the inbox!*

Create a sample agenda for a weekly meeting you have with your client.*

What is important to you in a company culture?*

Do you consent to us sharing your resume with potential clients who may be a good fit for your skills and experience, based on the information provided in your application?*

Are you open to being considered for a hybrid work opportunity in your area with a potential client who may be a good fit for your skills and experience?*