About This Role
This temporary role provides organized administrative support by managing calendars, preparing meeting materials, tracking requests, and ensuring updates reach appropriate contacts. The Virtual Assistant works within the administrative support team, collaborating with internal team members, managers, vendors, and external contacts to coordinate details and maintain clear handoffs. Each shift begins by reviewing the shared task queue, incoming emails, meeting requests, and priority messages.
Responsibilities
- Review assigned tasks, shared inbox messages, calendar requests, and project updates at the start of each shift, then arrange work by urgency and due date
- Maintain meeting schedules using a scheduling and calendar tool such as Microsoft Outlook, confirming attendees, updating invitations, and sharing relevant meeting details
- Prepare meeting agendas, background materials, action-item lists, and concise notes so participants have clear information before and after discussions
- Enter task status updates, contact details, and request information in a spreadsheets and data entry tool such as Google Sheets
- Coordinate routine administrative requests with managers, team members, vendors, and external contacts through professional email and virtual meetings
- Track recurring assignments and deadlines in a project management tool such as Trello, updating task owners and due dates when priorities change
- Draft routine correspondence, format presentations or reference materials, and proofread written content for clarity, accuracy, and professional tone
- Follow up on unanswered meeting requests, missing information, or overdue action items, and escalate unresolved priorities to the administrative team lead
- Maintain organized digital folders and shared reference materials so approved team information can be located quickly by authorized colleagues
- Complete work with accuracy, timely turnaround, complete notes, reliable follow-up, and clear status updates that support consistent administrative service
Requirements
- High school diploma or equivalent
- No experience required; related experience preferred in virtual assistance, office support, coordination, or remote administrative work
- Familiarity with calendar scheduling, meeting preparation, task tracking, and routine business correspondence
- Ability to use a scheduling and calendar tool such as Microsoft Outlook for invitations, reminders, and meeting updates
- Ability to use a project management tool such as Trello and a spreadsheets and data entry tool such as Google Sheets to organize assignments
- Strong written and verbal communication skills with the ability to provide clear, courteous updates to varied contacts
- Ability to prioritize competing requests, maintain discretion with internal information, and follow established administrative procedures
