Job Description
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Title: CPT-11745 Executive & Business Administrative Support Virtual Assistant
Independent Contractor – CPT-11745 Executive & Business Administrative Support Virtual Assistant/Business Support VA/Junior-Senior Level (Remote).
Overview
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
A business owner running two companies in talent acquisition, workforce development, employee screening, and compliance services needs an organized Business Support VA to handle front- and back-office administration.
The VA will support daily operations across both businesses, including phone coverage, client communication, calendar management, invoicing and payment follow-up, recruiting administration, research, approved prospect outreach, data organization, and light social media scheduling (secondary).
The VA will handle scheduling, pricing, and general service questions for the screening company using approved information. The VA will not access or discuss drug test results, background check results, I-9 documents, or any medical or donor information, and will route those inquiries to the owner. A signed NDA is required before any system access.
The ideal candidate will bring strong administrative experience, excellent organization, professional phone and written communication skills, and the ability to manage multiple priorities across two related businesses
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
Executive & Office Administration
- Manage calendars, appointments, scheduling requests, and routine reminders
- Monitor and organize business email inboxes
- For the first two weeks, draft email replies for the owner’s approval rather than sending on her behalf
- Maintain organized administrative records, task lists, and follow-up items
- Assist the owner with recurring office and executive support tasks
- Identify urgent matters and communicate priorities promptly
Phone Coverage & Client Communication
- Answer the screening company’s phone line through RingCentral
- Schedule testing and screening appointments
- Provide approved pricing and service information
- Route results or case-specific questions to the owner
- Respond to routine client inquiries using approved information and procedures
- Follow up with prospective and existing clients on outstanding items
- Maintain accurate client and prospect records, organized separately for each business
Billing & Recruiting Administration
- Prepare, send, and track invoices and payment follow-ups
- Post job openings and track applicants
- Send interview invites and confirmations (the VA does not conduct interviews)
- Update information in the company’s ATS and future CRM platforms
- Assist with basic administrative records as directed, excluding the restricted records above
Research & Business Development Support
- Research and build a list of drug and alcohol testing collection sites in Georgia
- Run daily searches on SAM.gov and the Louisiana and Georgia state procurement portals
- Send a weekly summary of matching opportunities
- Send approved prospect outreach and follow-up emails from a tracker
Systems & Marketing Administration (Secondary)
- Organize contact records, business documents, and administrative data
- Schedule social media posts using existing Canva templates and Claude-supported content frameworks
- Maintain recurring marketing posting schedules without assuming responsibility for overall marketing strategy
- Assist with process documentation and new administrative workflows as systems change
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Administrative, executive support, or business operations experience required
- Excellent spoken English and professional phone communication required
- Excellent written English and professional communication required
- Calendar, inbox, and client follow-up experience required
- Outlook / Microsoft Office proficiency required
- Signed NDA required before system access
- CRM, ATS, or comparable record management experience preferred
- RingCentral or business phone system experience preferred
- Invoicing or accounts receivable follow-up experience preferred
- Job posting or applicant tracking experience preferred
- Canva and basic social media scheduling experience preferred
- Government procurement or bid research experience a plus (Training Provided)
- Talent acquisition, HR, or compliance services experience a plus
IDEAL CANDIDATE PROFILE
- Highly organized, proactive, and dependable
- Confident and professional on the phone with clients and callers
- Discreet with confidential information and clear on what must be routed to the owner
- Comfortable supporting a business owner managing multiple companies
- Strong attention to detail and accurate recordkeeping
- Able to manage multiple priorities without overlooking follow-ups
- Willing to learn new software and administrative procedures
- Resourceful and interested in growing with the business
APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED
- Microsoft Outlook / Office
- RingCentral – Client Phone System
- Zoho ATS – Existing System; Replacement Planned
- CRM Systems – Final Platforms TBD
- Invoicing Platform – Client System TBD
- SAM.gov and State Procurement Portals (Training Provided)
- Canva
- Claude – Client-Provided Content Frameworks
- Gusto – Familiarity a Plus
Work Schedule
- Contracted Hours per Week: 30 hours/week (Potential to Increase to 40 Hours Based on Performance)
- Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
- Daily Working Time: 10:00 AM–4:00 PM CT
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work
- This is not an offer of employment; contractors are not employees of 20four7VA or any client
- All compensation is processed through 20four7VA according to the terms of the engagement
Role Summary & Requirements
- REQUIRED SERVICE: Business Support
- REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
- Contracted Hours per Week: 30 hours/week (Potential to Increase to 40 Hours Based on Performance)
- Daily Working Time: 10:00 AM–4:00 PM CT
- Scheduled Working Days: Monday-Friday
- REPORTING TO/POC: To Be Determined
- Number of VAs: 1
- GENDER PREFERENCE: None
- LANGUAGES SPOKEN/PREFERENCE: English
- ACCENT PREFERENCE: Level A–B (Native or Near-Native English Accent Required)
- REGION PREFERENCES: Any
What we offer
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!
