Job Title: Virtual Assistant
Location: Philippines (Full-time, Remote) | India and LATAM (Contractual, Remote)
Employment Type: Remote
Position Level: Open to both experienced candidates and those without prior experience
Education Level: No specific requirements
Years of Experience: No specific requirements
Work Schedule: Monday to Friday PST, US Time Zones (8 AM – 5 PM). Additionally, schedule may be changed contingent upon the role requirement and once deployed to a client.
Job Summary:
The General Virtual Assistant/Admin Assistant plays a vital role in supporting various administrative and operational functions within the Recruiting, Sales, ORExecutive organization. This multifaceted role involves managing clerical tasks, providing support to management, and assisting with financial, recruiting or sales processes. The ideal candidate is detail-oriented, highly organized, and capable of multitasking in a fast-paced, remote work environment. Strong communication skills, proficiency in office software, and the ability to manage multiple priorities are essential.
Key Responsibilities:
Administrative Support:
- Organize and maintain written and digital records, including data entry and document management.
- Coordinate and manage calendars, schedules, and appointments across different time zones.
- Draft, proofread, and manage correspondence, reports, and presentations.
- Conduct research, collect data, and provide information to support decision-making.
- Prepare and maintain meeting agendas, minutes, and follow-ups.
- Assist in the coordination of meetings, conferences, and business development initiatives.
- Perform ad-hoc administrative duties as needed to support various business units.
Sales or Recruiting & Client Support:
SALES
- Provide administrative support to the sales team, including managing CRM systems, tracking sales processes, outbound calls, and assisting with client communications.
- Assist in implementing new sales programs, procedures, and systems.
- Coordinate communication between internal teams and external stakeholders, including clients and vendors.
RECRUITING
- Provide administrative support to the recruiting team, including managing the ATS, sourcing, LinkedIn outreach, email outreach, appointment setting, and interviewing candidates.
- Coordinate communication between candidates and the designated recruiter.
Financial Support:
- Manage invoicing, accounts receivable collections, and general bookkeeping tasks.
- Post financial transactions to accounting software (e.g., QuickBooks) and conduct monthly reconciliations for bank and credit card accounts.
- Assist with budgeting, financial reviews, and preparation of confidential financial documents.
Technical Support:
- Utilize tools like Excel to organize data, create charts, and generate reports.
- Manage and organize digital files and documents using Microsoft Office 365 or Google Workspace and ATS.
- Support project management efforts by tracking progress and communicating updates.
Desired Skills and Qualifications:
- Experience: 1-3 years of experience in an administrative, virtual assistant, recruiting, OR bookkeeping role. (Preferred but not Required)
- Technical Skills: Proficiency in QuickBooks, Microsoft Office 365/Google Workspace. Familiarity with CRM platforms, Slack, ATS and Zoom.
- Communication: Excellent command of English, both written and verbal.
- Organization: Strong organizational skills with the ability to manage multiple tasks and deadlines efficiently.
- Problem-Solving: Independent problem solver with innovative solutions.
- Professionalism: Strong work ethic, attention to detail, and the ability to work independently.
- Adaptability: Flexible to work across different time zones and able to adjust to evolving business needs.
Join Us:
Become a part of our dynamic team and contribute to our mission of finding the best talent to drive our organization forward. If you are passionate about assisting clients and want to make a significant impact in a growing company, we would love to hear from you.
