Job description
Job Title: General VA
Location: Remote
Work Shift: 9:00 AM - 5:00 PM EST
Working Hours: 40 hours per week (Full-time)
Note: Applicants must be willing to provide a 1-minute introduction video as part of the application process.
Job Description:
The General Virtual Assistant provides comprehensive administrative support to the client. This role demands excellent organizational and multitasking abilities to manage the executive’s schedule, communications, travel arrangements, and document preparation with an ability to manage up. The General Virtual Assistant must handle all tasks with a high level of professionalism, attention to detail and confidentiality.
This role also requires strategic thinking and project management experience, as the VA is expected to act as an operational partner connecting multiple departments
Key Responsibilities:
Appointment and Schedule Management:
- Efficiently manage the Executive’s calendar, including scheduling appointments, meetings, and events.
- Address and resolve scheduling conflicts to maintain an organized calendar.
Communication Management:
- Manage all forms of communication for the Executive, including phone calls, emails, and other correspondences.
- Draft, edit, and proofread documents to ensure clear and effective communication with stakeholders.
Travel Arrangements:
- Plan and organize all aspects of business travel, including flights, accommodations, and transportation.
- Prepare detailed travel itineraries to ensure all arrangements are confirmed and in place.
Document Preparation:
- Create, edit, and proofread various documents, presentations, and reports.
- Compile necessary information and materials for meetings and presentations.
Information Management:
- Organize and maintain files, records, and contacts, ensuring all databases are kept up-to-date.
- Safeguard the confidentiality and security of sensitive information.
Meeting Support:
- Coordinate and schedule meetings, prepare agendas, and attend meetings to take accurate minutes.
- Summarize key points and distribute relevant materials post-meeting.
Task Prioritization:
- Assist the Executive in prioritizing tasks and managing deadlines effectively.
- Proactively identify and address urgent matters.
Confidentiality:
- Handle all confidential information with the utmost discretion.
- Maintain a high level of confidentiality in all matters related to the Executive and the organization.
Event Planning:
- Assist in the planning and coordination of events, conferences, and special projects as required.
- Ensure all logistical details are managed efficiently.
Research:
- Conduct research on various topics as requested.
- Present findings in a clear, concise, and organized manner.
Team Collaboration:
- Collaborate with other administrative professionals and team members as needed.
- Serve as a liaison between the Executive and other departments.
Strategic and Cross-functional Support:
Contribute to strategic initiatives by supporting project planning and execution.
Act as an operational partner, connecting multiple departments and aligning activities across teams.
Provide high-level support beyond administrative tasks.
High-level English speaking and writing skills are required.
Bachelor’s degree in Business Administration, Engineering or a related field is preferred.
Previous experience as an Executive Assistant or in a similar administrative role.
Must have strategic thinking capabilities and prior project management experience.
Proven ability to act as an operational partner, working across multiple departments.
Previous experience working in EST.
Exceptional organizational and time management skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
High attention to detail and strong problem-solving abilities.
Ability to handle confidential information with discretion.
Reliable internet connection and a dedicated workspace for remote work.
Working Conditions:
- This is a full-time remote position.
- Flexibility in working hours may be necessary to accommodate the Executive’s schedule.
