Virtual Assistant Associate

Talentoma; Pennsylvania; Remote; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health coverage

Paid leave

Maternity leave

Bonus opportunities

Stipends

Job summary

Talentoma seeks an entry-level Virtual Assistant Associate to provide dependable desk-based administrative support from a home-based setup in Pennsylvania. This fully remote role requires a 40-hour weekly commitment and coordination with managers, team members, and outside contacts.

You will organize meeting details, maintain task updates, and prepare materials for review. Responsibilities include handling requests via email and task queues, updating project entries, scheduling, documentation,

Qualifications

• High school diploma or equivalent required.
• No experience required; related administrative experience is a plus.
• Familiarity with routine administrative workflows and task tracking preferred.
• Strong written and verbal communication for professional interactions.
• Comfortable using ClickUp, Doodle, Notion, Airtable and Dropbox.

Responsibilities

• Receive and clarify administrative requests, confirming outcomes and details.
• Review information for completeness and request missing details as needed.
• Create and update tasks in ClickUp with owners, deadlines and next steps.
• Coordinate meeting invites, availability, reminders, and rescheduling.
• Prepare outlines, notes and materials to support decision-making.
• Maintain organized digital folders in Dropbox and follow access practices.
• Update trackers and logs using Airtable; monitor open tasks and follow up.
• Escalate urgent or unclear requests to the admin lead with summary.
• Close completed requests with notes in Notion and notify contacts.
• Meet quality expectations with accurate details, prompt turnaround and reliable follow-up.

Skills

Communication

Organization

Time management

Education

High School Diploma or equivalent

Tools

ClickUp

Doodle

Notion

Airtable

Dropbox

Job description

Monthly Pay: $3,721 - $5,558 USD per month

Summary

A request arrives, is reviewed, organized, completed, shared, and closed with clear updates. The Virtual Assistant Associate provides dependable desk-based support that helps daily administrative work move forward accurately and keeps colleagues informed. This entry level role sits within an administrative support team and works under an administrative team lead while partnering with managers, team members, outside contacts, and service providers. The associate coordinates routine requests, organizes meeting details, maintains task updates, and prepares clear materials for review. This position is fully remote and work from home in Pennsylvania, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities

• Receive administrative requests through shared email inboxes, task queues, meeting requests, and phone messages, then confirm the requested outcome and needed details.
• Review incoming information for completeness, identify missing details, and request clarification from the appropriate manager, team member, or outside contact.
• Create, organize, and update task entries in a project management tool such as ClickUp so request status, owners, deadlines, and next steps are visible.
• Coordinate meeting invitations, availability checks, reminders, and rescheduling using a scheduling and calendar tool such as Doodle.
• Prepare meeting outlines, routine correspondence, reference materials, and concise notes that help participants understand decisions and assigned actions.
• Maintain organized digital folders and locate requested materials using a file storage platform such as Dropbox while following established access practices.
• Update trackers, contact lists, and routine administrative logs using a spreadsheets and data entry tool such as Airtable.
• Monitor open tasks, send timely status updates, and follow up with assigned owners when a response, approval, or additional information is needed.
• Escalate urgent, unclear, or delayed requests to the administrative team lead with a concise summary of the issue, actions taken, and recommended next step.
• Close completed requests by confirming delivery, adding complete notes in a workspace tool such as Notion, and notifying relevant contacts.
• Meet quality expectations through accurate task details, prompt turnaround, complete notes, organized materials, and reliable follow-up.

Qualifications

• High school diploma or equivalent.
• No experience required; related administrative, coordination, or office support experience preferred.
• Familiarity with routine administrative workflows, meeting support, correspondence preparation, and task tracking preferred.
• Ability to review requests carefully, organize details, and maintain clear status updates across multiple routine assignments.
• Comfortable using a project management tool such as ClickUp, a scheduling and calendar tool such as Doodle, and a workspace tool such as Notion.
• Ability to maintain trackers and organized folders with a spreadsheets and data entry tool such as Airtable and a file storage platform such as Dropbox.
• Strong written and verbal communication skills for professional interaction with managers, team members, and outside contacts.
• Reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
• Fully remote work supporting administrative requests from a home-based desk environment.
• Structured onboarding and training on ClickUp, Doodle, Notion, Airtable, and Dropbox.
• Regular check-ins with the administrative team lead to review priorities, questions, and progress.
• Opportunities to build skills in task coordination, meeting support, written correspondence, digital organization, and status tracking.
• Health coverage, paid leave, maternity leave, bonus opportunities, and stipends.