Administrative, Scheduling & Marketing Support

About the Role

We're looking for a punctual, dependable, and tech-savvy Virtual Assistant to support our daily administrative operations, scheduling, communications, and marketing activities. You're an independent thinker who anticipates needs, solves routine problems, juggles multiple priorities, and follows through with minimal supervision. This role involves a high volume of email, so excellent writing, accuracy, and responsiveness are essential.

Remote, Monday through Friday, Eastern Time hours.

What You'll Do

Administrative & Communication Support

• Manage high-volume inboxes: prioritize messages, draft professional replies, and track follow-ups.
• Manage calendars, book appointments, coordinate meetings, and prevent conflicts using Google Calendar and Calendly.
• Attend virtual meetings, take accurate minutes, and track action items to completion.
• Prepare and format documents, presentations, spreadsheets, reports, and correspondence.
• Maintain organized files, records, contact lists, and task trackers.
• Screen calls and respond professionally to staff, customers, and vendors.
• Research information, compare options, and present clear findings and recommendations.
• Flag missing information and concerns, and resolve routine issues on your own.
• Give regular updates on assignments, deadlines, and outstanding items.

Technology & Reporting Support

• Work in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) and Google Workspace (Gmail, Drive, Docs, Sheets, Calendar).
• Use Power BI to access dashboards, review data, and support reporting.
• Learn new applications quickly and troubleshoot basic technical issues.
• Use digital tools to improve task tracking, organization, and efficiency.

Marketing & Operations Support

• Schedule and publish approved social media content.
• Organize marketing assets and maintain content calendars.
• Assist with basic graphics, email campaigns, and content updates.
• Coordinate interviews and support administrative onboarding.
• Gather and organize project and compliance documentation.
• Follow up with staff, customers, and vendors to keep work moving.

Required Qualifications

• At least two years of experience in virtual assistance, administrative support, or operations.
• Proven experience managing high-volume email and scheduling.
• Proficiency with Microsoft Office, Google Workspace, Google Calendar, and Calendly.
• Experience with Power BI dashboards and reports.
• Strong meeting documentation and minute-taking skills.
• Excellent written and verbal communication.
• Ability to multitask, reprioritize as needs change, and meet deadlines.
• Independent judgment, resourcefulness, and strong problem-solving skills.
• Consistent punctuality, attendance, responsiveness, and follow-through.
• Strong attention to detail and discretion with confidential information.
• High school diploma or equivalent.

Remote Work Requirements

• Reliable internet connection and a computer suited to daily work.
• A quiet, professional workspace for calls and meetings.
• Ready to start on time and available throughout scheduled hours.
• Ability to work independently while staying in consistent communication with the team.