Senior Virtual Assistant

DemandScience US, LLC; United States; Remote; USD 60,000 - 90,000; Full time

Benefits offered by this job

Paid time off

Medical provided through HMO

Peer-Appreciation Program

Fast-paced, innovative culture

Job summary

DemandScience US, LLC. is seeking a Senior Administrative Coordinator / Senior Virtual Assistant to support the Governance, Risk and Compliance (GRC) function and broader Information Security & Compliance teams.

You will enhance communication flow, track actions, and help run cross-functional activities with senior stakeholders. This role focuses on coordination, tracking, and follow-through rather than technical execution, with an emphasis on organizing, scheduling, and documentation across US

Qualifications

• Demonstrable experience in an administrative or coordination role.
• Strong organizational and prioritization skills.
• Confidence communicating with and following up on stakeholders at different levels.
• Ability to handle multiple parallel activities and competing deadlines.
• Strong written communication and document handling skills.
• High attention to detail and accuracy.
• Professional discretion with confidential information.
• Comfort working with shifting priorities and ambiguity.
• 60 words per minute typing.
• Proficiency in Office 365 and Google Workspace.
• Experience supporting cross functional work.
• Familiarity with shared inbox coordination and document repositories.
• Experience in regulated, technology, or fast paced environments.

Responsibilities

• Monitor and triage shared mailboxes and mail shares, identifying items requiring action or escalation.
• Route requests to owners and track follow ups to completion.
• Maintain mailbox folders, labels, and basic rules.
• Draft, chase, and schedule follow ups.
• Maintain document libraries and shared folders; apply version control.
• Format, tidy, and proofread documents; maintain simple inventories and trackers.
• Coordinate calendars and meetings across teams; attend meetings to take minutes.
• Follow up to ensure actions are documented and progressed.
• Coordinate inputs across Legal, IT, Product, and Vendors.

Skills

Administrative support

Calendar management

Stakeholder communication

Documentation & records

Office 365

Google Workspace

Minute taking

Multi-tasking

Tools

Office 365

Google Workspace

SharePoint

Teams

PowerPoint

Job description

$20 bonus investment when you save — grow your wealth

We are DemandScience, a global company which never stops innovating in our mission to provide the healthiest and most predictive global B2B data and intelligence for our customers. Our clients include sales and marketing professionals at global companies. Excellent execution is in our DNA. We provide innovative AI-analytics merged with enriched data to identify your next in-market prospects and customers at scale.

Position Summary:

The Senior Administrative Coordinator / Senior Virtual Assistant provides proactive administrative, coordination, and organizational support primarily to the Governance, Risk and Compliance (GRC) function, and to the wider Information Security & Compliance team as required.

The role focuses on enabling effective communication flow, ensuring actions are tracked and progressed, and supporting the smooth operation of cross functional activities.

This position requires experience, judgement, and confidence working with senior stakeholders. It is not an entry level or purely task based virtual assistant role and does not involve line management or decision making authority.

Essential Job Functions “What You’ll Do”:

Responsibilities are carried out in support of the GRC function as the primary focus, and across the wider Information Security & Compliance team where needed.

Administrative Support & Organization

• Monitor and triage shared mailboxes and mail shares, identifying items requiring action or escalation

• Route requests to appropriate owners and track follow ups to completion

• Prevent requests from remaining unanswered in shared inboxes

• Organise and maintain mailbox folders, labels, and basic rules where appropriate

• Support response coordination, including drafting, chasing, and scheduling follow ups

• Maintain document libraries and shared folders

• Apply version control, document hygiene, and naming conventions

• Format, tidy, and proofread documents as required

• Maintain simple inventories, trackers, and registers

• Support the organization of written communications and email threads

• Coordinate calendars, including recurring and ad hoc meetings

• Coordinate meetings across internal and cross functional teams

• Maintain visibility of schedules, priorities, and key milestones

• Maintain simple trackers for actions, deadlines, and ownership

• Place and coordinate meeting holds (agendas prepared by meeting chairs)

• Attend meetings to take minutes and record agreed actions

• Support follow up to ensure actions are clearly documented and progressed

• Follow up on agreed actions with internal and external stakeholders

• Track progress against agreed timelines and milestones

• Proactively remind stakeholders ahead of deadlines

• Coordinate inputs across teams such as Legal, IT, Product, and Vendors

• Support the conversion of agreed decisions into tangible progress

This role focuses on coordination, tracking, and follow through rather than executing specialist, technical, or decision making work.

Light Support on Vendor & Audit Related Processes

• Track the status of items within defined processes

• Organise and catalogue received documentation and materials

• Maintain visibility of timelines and dependencies for relevant activities

Ownership, accountability, and execution remain with designated senior contributors.

Ad Hoc and Time Sensitive Support

• Support last minute scheduling changes

• Handle urgent follow ups and time critical coordination requests

• Assist with ad hoc activities that fall outside standard responsibilities

Time Allocation (Indicative)

• Cross team liaison & action tracking: 15–20%

• Vendor and audit support: 10–15% (as needed)

• Ad hoc and buffer support: 10%

Allocation may flex week to week depending on business priorities.z

Essential Qualifications “What You’ll Need”:

• Demonstrable experience in an administrative or coordination role

• Strong organizational and prioritization skills

• Confidence communicating with and following up on stakeholders at different levels

• Ability to handle multiple parallel activities and competing deadlines

• Strong written communication and document handling skills

• High attention to detail and accuracy

• Professional discretion when handling sensitive or confidential information

• Comfort working in an environment with shifting priorities and ambiguity

• 60 words per minute typing

• Proficiency in Office 365 (including Outlook, Word, PowerPoint, Teams, Planner, and SharePoint) and Google Workspace (including Gmail, Docs, Sheets, and Calendar)

• Experience supporting cross functional or programme based work

• Familiarity with shared inbox coordination and document repositories

• Experience operating in regulated, technology, or fast paced environments

Working Arrangements

• Ability to work effectively with stakeholders operating across US East business hours (8am–5pm EST)

• Flexibility to support time sensitive coordination when required

THE GOOD STUFF!

We embrace diversity and inclusion and encourage our amazing team members at DemandScience to bring their authentic, fun selves to work every day. We offer a culture of innovation, mutual respect, support, and transparency. The competitive and comprehensive benefits our team members enjoy are designed to ensure you and your family members are healthy. Check this out!

• Paid time off

• Medical provided through HMO

• Peer-Appreciation Program

• A fast-paced, innovative culture with an open and collaborative environment, where you can make an impact.

• Join a great organization that cares about employees!

DemandScience is proud to be an equal opportunity workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

Find out more at https://demandscience.com/careers/#join-the-team

We like the way you work it · no gig iddy · Gotta bag it up · no gig iddy ·

We like the way you work it · no gig iddy · Gotta bag it up · no gig iddy ·