What are the responsibilities and job description for the Administrative Assistant position at Virtual?
We're seeking an Administrative Assistant to provide high-level support to an executive team and contribute to the success of an organization by ensuring seamless communication, coordination, and operations.
- What You’ll Be Doing :
- Executive Support : Assist the President and direct reports by managing complex calendars, scheduling in-person and virtual meetings across time zones, and drafting / distributing communications to various departments.
- Travel Coordination : Arrange flights, hotels, and dining reservations, ensuring smooth logistics for business trips.
- Event Planning : Organize and manage events such as annual sales incentive trips, leadership meetings, training sessions, and employee appreciation activities, including weeklong events and team gatherings.
- Marketing Fulfillment : Oversee promotional material distribution, sponsorship invoice processing, and ordering branded items like shirts, banners, and tchotchkes.
- Administrative Operations : Facilitate meeting logistics by curating agendas, preparing presentations, and managing expense reports and invoices.
- Reporting & Metrics : Track commissions, sales targets, and customer service metrics while assisting with conference coordination and office logistics.
- HR & Recruitment : Assist with onboarding, pay updates, terminations, IT system access, and recruitment activities, such as job postings and interview scheduling.
- Special Projects : Coordinate unique activities like fishing trips and trainee programs, handling itineraries and logistics.
- Website Maintenance : Update pricing documents and distribution lists, ensuring all digital content is current.
- What You Bring :
- Proven experience managing complex schedules and multitasking in a fast-paced environment.
- Strong organizational and communication skills to coordinate cross-departmental activities effectively.
- Proficiency in platforms like Zoom and experience with event planning and travel arrangements.
- Ability to manage expense reports, invoices, and tracking of key business metrics.
- Prior experience in marketing fulfillment, recruitment support, and general office coordination is highly valued.
- Compensation : $50,000–$60,000 / year
- Location : On-site
This role is ideal for someone who enjoys being at the center of operations, ensuring that everything runs smoothly for executives and their teams.
Salary : $50,000 - $60,000
