Virtual Assistant Specialist

Talentoma; Utah; Remoto; USD 42.000 - 62.000; Tempo pieno

Vantaggi offerti da questo lavoro

Health coverage

Paid leave

401(k) plan

Maternity leave

Bonus opportunities

Descrizione del lavoro

Talentoma is seeking a Virtual Assistant Specialist to provide focused remote administrative support for leaders and partners. The role centers on organizing requests, preparing materials, maintaining task information, and delivering timely status updates from Utah, United States.

The position is fully remote with a standard 40-hour week, though shift times may vary and requires reliable internet and a quiet workspace.

Competenze

• 1–2 years of administrative, coordination, or virtual support experience.
• Familiarity with calendars, inboxes, meeting materials, task lists, and professional follow-up.
• Experience using Notion and Dropbox.
• Experience using Doodle for scheduling.
• Ability to prepare materials with Google Docs and Google Slides.
• Capture organized action items with OneNote.
• Strong prioritization and discretion with sensitive information.
• Reliable internet and 40-hour weekly availability.
• Authorization to work in the United States.

Mansioni

• Receive requests and confirm purpose, priority, owner and due date.
• Record clear task notes in a workspace tool.
• Coordinate meetings and reminders; manage calendars.
• Draft routine emails, updates, agendas, and follow-ups.
• Prepare presentation materials and reference pages.
• Maintain organized shared folders and reference materials.
• Capture actions, owners, decisions, and deadlines in meetings.
• Monitor tasks and follow up on missing information or approvals.
• Escalate conflicts or overdue decisions to team lead.
• Measure quality by accuracy and timely follow-ups.

Conoscenze

Calendar management

Inbox management

Task coordination

Meeting preparation

Email drafting

Status updates

Prioritization

Remote communication

Formazione

High school diploma or equivalent

Strumenti

Notion

Dropbox

Google Docs

Google Slides

Microsoft OneNote

Doodle

Descrizione del lavoro

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

Summary

Accurate task completion, clear updates, and dependable follow-through are at the center of this role. The Virtual Assistant Specialist provides focused remote administrative support that helps leaders and internal partners keep priorities, meetings, communications, and routine operational work moving without missed details. This position sits within an administrative support team and works under an administrative team lead, collaborating with managers, project partners, outside contacts, and other support specialists. The specialist organizes incoming requests, prepares meeting materials, maintains shared task information, and gives timely status updates so colleagues can make informed next-step decisions. This is a fully remote, work from home position based in Utah, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities

• Receive requests through shared inboxes, calendars, task queues, email messages, and internal tickets, then confirm the request purpose, priority, owner, and due date.
• Review request details for completeness, organize supporting materials, and enter clear task notes in a workspace tool such as Notion.
• Coordinate meeting invitations, attendee availability, reminders, and preparation items using a scheduling and calendar tool such as Doodle.
• Draft routine emails, status updates, agendas, and follow-up messages that use professional, concise language and reflect provided direction.
• Prepare presentation materials, simple meeting summaries, and reference pages with a presentation tool such as Google Slides and a document collaboration tool such as Google Docs.
• Maintain organized shared folders, version labels, and accessible reference materials through a file storage platform such as Dropbox.
• Capture action items, owners, decisions, and deadlines during assigned meetings with a note-taking tool such as Microsoft OneNote.
• Monitor open tasks, send appropriate reminders, and follow up with request owners when information, approvals, or next steps are missing.
• Escalate conflicting priorities, unclear instructions, sensitive communications, or overdue decisions to the administrative team lead for guidance.
• Measure work quality through accuracy, turnaround, complete notes, organized materials, and consistent follow-up on assigned requests.

Qualifications

• High school diploma or equivalent.
• About 1-2 years of administrative, coordination, or virtual support experience preferred.
• Familiarity with managing calendars, inboxes, meeting materials, task lists, and professional follow-up.
• Working knowledge of a workspace tool such as Notion and a file storage platform such as Dropbox preferred.
• Experience using a scheduling and calendar tool such as Doodle to coordinate availability and meeting details preferred.
• Ability to prepare clear materials using a document collaboration tool such as Google Docs and a presentation tool such as Google Slides.
• Ability to capture organized action items with a note-taking tool such as Microsoft OneNote.
• Strong judgment when prioritizing requests, protecting sensitive business information, and raising questions through the appropriate channel.
• Reliable computer, high-speed internet, and a 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 from home supporting administrative operations.
• Structured onboarding and training on Notion, Doodle, Dropbox, Google Docs, Google Slides, and Microsoft OneNote.
• Regular check-in with the administrative team lead to review priorities and support needs.
• Opportunities to build task coordination, meeting preparation, written correspondence, and remote support skills.
• Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.