Administrative Assistant

Job Description

We are looking for a skilled Administrative Assistant who is capable of managing the account and client relationship. You will be responsible for running remote back office support seamlessly and efficiently to ensure client satisfaction. To succeed in this role, you must be self-motivated, self-disciplined, and demonstrate a level of expertise that qualifies you to be a trusted advisor to our clients.

In addition to having the opportunity to work with our clients, you will be connected to the rest of our VaVa Team. This community is made up of kind, talented, and driven contractors who truly want to see one another succeed. You will be included in regular calls with clients and other contractors, and have the opportunity to reflect our company’s mission, vision, and values.

Please take a close look at the requirements and qualifications listed below as these are what will lead to success in this role. We sincerely appreciate your interest in joining our team!

EXPECTATIONS

Demonstrate an exceptional work ethic and a positive attitude in all interactions
Ensure all communication reflects the company’s values and level of professionalism
Embrace VaVa values, standards, and contribute to a thriving company culture
Take Ownership of Client Satisfaction
Lead and manage client accounts and interactions
Understand and anticipate client needs while also communicating progress and updates
Address challenges and problem-solve without compromising quality of service
Demonstrate a commitment to excellence in high-quality work and attention to detail
Awareness of and adherence to engagement hours, and opportunities or needs to adjust hours for service

Operational Responsibilities:

Provide high-quality administrative support to clients, and occasionally collaborate with fellow VaVa team members as an opportunity for growth and to increase the level of service

Effectively manage tasks, projects, and deadlines to always meet client expectations

Maintain open communication with the client, external stakeholders, and the VaVa team

Provide the utmost care to keeping sensitive and confidential information private and secure at all times

RESPONSIBILITIES

Input data accurately and efficiently, as well as maintain organized records

Create and maintain an organized inbox

Schedule appointments and oversee calendars, identifying and remedying potential scheduling issues

Be familiar with basic software such as Microsoft Office, Zoom, and G-Suite

Able to address routine challenges and identify practical solutions in a timely manner

Effectively communicate, both written and verbal, in a clear, accurate, and professional manner

Able to manage a variety of tasks, meet deadlines, and navigate competing priorities

Draft and edit basic communication such as emails, documents, and reports

Responsible for basic orders and purchasing, and ensuring the best price possible

Complete additional tasks as assigned and collaborate with others as needed

Handle other administrative support tasks as requested

GENERAL QUALIFICATIONS

Must reside and be authorized to work in the United States
At least 2 years of the demonstrated experience outlined above
At least 2 years of experience working full-time in a virtual role
Available at least 20 hours per week to support high-tough (daily) clients and deliverable-focused clients

TECHNICAL QUALIFICATIONS

Knowledge of various scheduling, project management, and CRM technologies to make helpful recommendations to clients.
Experience making travel arrangements and handling last-minute changes.
Experience with high-volume email inboxes and calendar management.
Experience and comfortability with a range of technology such as Google Suite, Microsoft Office, Calendly, Slack, and project management tools.