Job Description

Virtual Administrative Assistant

Job Scope

The Virtual Administrative Assistant facilitates the efficient operation of administrative duties and assigned tasks/projects. 

Job Duties and Responsibilities

• Answers and/or respond to phone calls when necessary (from team, prospects, and/or clients).
• Manages assigned projects to improve internal processes and ways of working.
• Follows up with clients, prospective clients, and team members as needed (requires flexibility). 
• Maintains filing systems and/or data repository (for clients, prospects, and internal information).
• Coordinates and attend in person conferences and/or meetings on behalf of the company.
• Manage assigned marketing duties using internal systems or platforms.
• May serve as producer (support role) during virtual/video meetings.
• Conduct, analyze, document, and report requested research or surveys as needed.
• Follows up with training workshops, meetings, and events as needed (i.e. actions items, specific requests, training evaluations, summary notes, etc.).
• Responds to and resolves administrative inquiries and questions.
• Coordinates, schedules, and prepares agendas for meetings, appointments, travel. 
• Serves as recruiter support when needed (i.e., candidate screening, sourcing, follow up, and systems support).
• Maintains a system for recording expenses as needed.
• Performs other related duties as assigned. 

Job Requirements (skills, abilities, and experience)

• Excellent verbal and written communication skills. 
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite, also, demonstrated ability to learn data repository platforms and other related software (i.e., MS Word, PowerPoint, Excel, Monday.com, Constant Contact, Survey Monkey, Doodle Poll, JazzHR, etc.).
• Familiar with marketing and client follow up systems such as Constant Contact or other platforms.
• Experience with supporting virtual meetings and or events (i.e. Zoom, MS Teams, etc.)
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as record keeping and filing.
• Ability to work and get assignments completed independently, on time, and be appropriately responsive.
• High School graduate required. Associate degree or higher preferred. 
• 2-3+ years of experience in an administrative or equivalent role.
• Ability to work effectively with a variety of diverse backgrounds and people at all levels.

Physical Requirements: 

• Prolonged periods sitting at a desk and working on a computer.
• Periodic prolonged periods of standing and/or sitting during public in person meetings (i.e., conferences or events).
• Must be able to lift to 20 pounds at times.

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