Administrative/Virtual Assistant

Apexcaretalentsolutions; United States; Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Flexible schedule

PTO & holidays

Growth opportunities

Job summary

Apexcaretalentsolutions is seeking an organized Administrative / Virtual Assistant to support daily operations. You will manage calendars, communications, and digital file systems, ensuring deadlines are met and workflows run smoothly.

The role requires proactive, detail-oriented work and strong English communication. Remote/hybrid options are available, with opportunities for growth and flexible scheduling.

Qualifications

• Proven experience as Administrative/Virtual Assistant or similar office support role.
• High proficiency with Google Workspace, Microsoft Office, and collaboration tools.
• Excellent written and verbal English communication with a professional demeanor.
• Strong ability to prioritize tasks, multitask, and work independently.
• High level of accuracy in data entry, document editing, and proofreading.

Responsibilities

• Coordinate internal and external meetings, manage calendars, resolve scheduling conflicts, and send reminders.
• Monitor and manage email inboxes, draft routine correspondence, respond to inquiries, and direct urgent messages.
• Create, format, and maintain spreadsheets, presentations, and digital file systems (Google Drive, Dropbox).
• Prepare meeting agendas, take minutes, track action items, and handle data entry tasks.
• Handle basic customer service follow-ups, intake forms, and client onboarding documentation.
• Arrange travel itineraries, book accommodations, prepare expense reports, and track receipts.

Skills

Calendar management

Communication

Organization

Attention to detail

Time management

Tools

Google Workspace

Microsoft Office

Slack

Zoom

Trello

Asana

Job description

Job Overview

We are seeking an organized, proactive, and detail-oriented Administrative / Virtual Assistant to support our day-to-day business operations. In this role, you will handle administrative tasks, manage communications, organize schedules, and keep digital systems running smoothly. You will serve as a key point of contact for routine operational support, ensuring team workflows remain efficient and deadlines are met.
Key Responsibilities

• Calendar & Schedule Management: Coordinate internal and external meetings, manage calendars, resolve scheduling conflicts, and send timely reminders.
• Communication Support: Monitor and manage email inboxes, draft routine correspondence, respond to general inquiries, and direct urgent messages to the appropriate team members.
• Document & Data Management: Create, format, and maintain spreadsheets, presentation decks, reports, and digital file management systems (e.g., Google Drive, Dropbox).
• Administrative Operations: Prepare meeting agendas, take detailed meeting minutes, track action items, and manage routine data entry tasks.
• Customer & Client Coordination: Handle basic customer service follow-ups, intake forms, and client onboarding documentation.
• Travel & Expense Tracking: Arrange travel itineraries, book accommodations, prepare expense reports, and track receipts.

Skills & Qualifications

• Experience: Proven experience as an Administrative Assistant, Executive Assistant, Virtual Assistant, or similar office support role.
• Software & Tools: High proficiency with Google Workspace (Docs, Sheets, Slides, Drive), Microsoft Office (Word, Excel, PowerPoint), and team collaboration tools (Slack, Zoom, Trello, Asana).
• Communication Skills: Excellent written and verbal English communication skills with a professional, customer-focused demeanor.
• Organization & Time Management: Strong ability to prioritize tasks, multitask efficiently, and work independently with minimal supervision.
• Attention to Detail: High level of accuracy in data entry, document editing, and proofreading.

Preferred Qualifications

• Prior experience working in remote or hybrid environments.
• Familiarity with basic CRM or project management platforms (e.g., Salesforce, Notion, ClickUp).
• Basic bookkeeping or invoicing experience (e.g., QuickBooks).

Benefits

• Flexible work schedule with full-time or part-time options (remote/hybrid).
• Paid time off (PTO) and company-observed holidays.
• Opportunities for professional growth and ongoing skill development.