Job description
We’re Hiring: Virtual Administrator
Remote | Part-Time or Full Time | US Pacific Hours
Overview:
We’re looking for a detail-oriented and tech-savvy Virtual Administrator to support daily operations, internal communications, and digital engagement. This role is perfect for someone who thrives in a fast-paced, entrepreneurial environment and is confident using cloud-based productivity and marketing tools to help keep things running smoothly.
Key Responsibilities:
1. Admin & Operations
- Manage calendars, schedule meetings, and handle email correspondence (Gmail/Google Calendar)
- Organize files and maintain shared drives (Google Drive)
- Take notes and track action items during virtual meetings
- Build forms and collect data (Google Forms)
2. Digital Communications
- Create email campaigns, segment lists, and track performance (Constant Contact)
- Update contact databases and set up basic automations (HubSpot)
- Perform CRM hygiene: deduplication, tagging, reporting
- Coordinate newsletters and compile performance metrics
3. Design & Branding
- Create/update presentations, one-pagers, and branded materials (Canva)
- Design visuals for events, emails, and social media
- Ensure materials align with brand guidelines
4. Event & Meeting Support
- Assist in planning and running virtual events (Zoom, Google Meet, etc.)
- Prepare speaker briefs, manage RSVPs, and handle follow-ups
- Send post-event surveys and compile feedback
5. Reporting & Documentation
- Track key metrics (campaigns, CRM, engagement)
- Keep SOPs and admin documentation up to date
- Support light project management (Google Sheets, Trello)
Required Skills & Tools Preferred (A Plus):
- Google Workspace (Gmail, Drive, Docs, Sheets, Slides, Calendar)
- Canva (graphics, slides, simple layouts)
- HubSpot (CRM navigation, lists, workflows) Experience or exposure would be a plus.
- Constant Contact (email setup, list management, reporting). Experience or exposure would be a plus.
- Strong written/verbal communication
- Highly organized, proactive, and responsive
Opportunities to Expand Your Impact:
In line with best practices from high-performing remote teams, the following areas are recommended for cross-training or role expansion:
CRM Management
- Keep contact lists clean and well-organized
- Use CRM properties and lifecycle stages to support sales/marketing
Marketing & Comms Support
- Maintain a content calendar (newsletters, social media)
- Set up basic automations and welcome sequences
Executive Support
- Spot calendar conflicts and streamline scheduling
- Prepare meeting briefs with short bios and relevant links
Process Documentation
- Maintain a live “Admin Handbook” with templates and SOPs
- Document workflows for repeatable campaigns and tasks
Data Hygiene
- Regularly update contacts, manage bounces and opt-outs
- Export and back up lists periodically
Bonus (Nice to Have)
- Experience with LinkedIn campaign management
- Familiarity with Trello, Notion, Slack, or Airtable
- Basic copywriting or content editing skills
