Job Type: Full-Time/Part-Time

About Us: VirtuallyTrained promotes a work-life balance by providing clients with highly skilled, educated virtual assistants for both professional and personal needs. Our team of Virtual Assistants are dedicated to surpassing all client expectations by offering professional, high-quality work at a reasonable speed. VirtuallyTrained is seeking proactive and organized Virtual Assistants to support our team and to continue to ensure smooth operations everyone.

Job Summary: Our Virtual Assistants will provide remote administrative and personal support for our team, managing tasks such as scheduling, email correspondence, data entry, project coordination and more. The ideal candidate will be highly motivated, organized, detail-oriented and have the ability to work with minimal supervision.

Key Responsibilities:

Administrative Support:

• • Manage and organize email correspondence.
  • Schedule and coordinate meetings, appointments, and travel arrangements.
  • Prepare and edit documents, reports, and presentations.
  • Maintain and update company databases and records.
  • Draft agendas, record meeting minutes, and provide proper follow-ups as required.
  • The Virtual Assistant must provide clear communication consistently about task status, needs, and any questions to their clients. They should:

1. 1. Acknowledge all tasks assigned within the established window
   2. Ensure that everyone understands the expected due dates, and routinely communicates any changes or delays with the client
   3. Ensure the client is aware of their hour usage and upcoming renewal dates by sending a weekly “Usage Report”, and if requested an “end-of-day report”.
   4. The Virtual Assistant should be open to all feedback from the Account Supervisor on performance indicators, their task quality and time management.
   5. The Virtual Assistant will reach out to the Account Supervisor whenever they need additional task support or need client coverage during a vacation or illness. The account supervisor will facilitate assistance from other Virtual Assistants.
   6. Accurately, in real-time track all billable hours for the client in VirtuallyTrained’s time tracking system.

• • Any other job duties assigned, discussed and approved via the Account Supervisor.

Client and Customer Service:

• • Handle client inquiries via email, phone, or chat.
  • Provide support in managing client relationships and ensuring client satisfaction.

Project Management:

• • Assist in planning and executing projects.
  • Track project progress and deadlines.
  • Coordinate with team members and external vendors as needed.

Social Media and Marketing Support:

• • Assist with social media management, including content scheduling and engagement.
  • Support marketing campaigns and promotional activities.

Research and Data Management:

• • Conduct research and compile data for reports or presentations.
  • Organize and manage files and documents.

Purchases:

• • Ensuring specifications of the purchase meet the client’s satisfaction.
  • Expense reporting and organization of expenses as necessary.
  • Administrative tasks;
  • This may include but is not limited to: inbox management, calendar management, transcription, standard business correspondence, research, and data entry.

Miscellaneous Tasks:

• • Perform various administrative tasks as needed.
  • Support team members with special projects or assignments.

Qualifications:

• • Experience: Previous experience as a Virtual Assistant or in a similar administrative role is preferred.
  • Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Familiarity with project management tools (e.g., Asana, Trello) and CRM systems is a plus. Experience with social media management programs such as Hootsuite and WordPress.
  • Communication: Clear, precise, proactive, and professional written and verbal communication skills.
  • Organization: Strong organizational and time-management skills with the ability to multitask and prioritize tasks effectively.
  • Attention to Detail: High level of accuracy and attention to detail.
  • Tech-Savvy: Comfortable with technology and quick to adapt to new tools and software. Typing ability of at least 50 WPM with accuracy.
  • Reliability: Strong work ethic with a high level of integrity and confidentiality.
  • Commitment: Must be able to commit to a minimum of one year to VirtuallyTrained.

Education:

• • High school diploma or equivalent required; Associate’s degree or higher is a plus.

Benefits:

• • Flexible working hours
  • Competitive salary
  • Professional development opportunities
  • Paid time off
  • Yearly raises