The Virtual Assistant will provide comprehensive administrative support to ensure the smooth operation of Leigh Scott Solutions and the user’s role at FST. The VA will manage emails, organize schedules, handle online file management, develop proposals, manage Monday.com tasks, and oversee expense management. This role requires strict confidentiality and excellent organizational skills.
Key Responsibilities:
1. Email Management:
• Integrate and manage emails for LSS and FTS
• Monitor and prioritize emails, flagging urgent items.
• Draft and send emails as directed.
• Organize and archive emails for easy retrieval.
2. Scheduling and Calendar Management:
• Coordinate and schedule meetings, appointments, and events.
• Manage calendars for both LSS and FTS.
• Send reminders and follow-ups for upcoming meetings.
• Arrange virtual and in-person meetings, ensuring all necessary preparations are made.
3. Monday.com Management:
• Create, update, and track tasks and projects on Monday.com.
• Assign tasks to team members and follow up on progress.
• Generate reports on project statuses and deadlines.
• Ensure the platform is used effectively for project management and collaboration.
4. Online File Management:
• Organize and maintain digital files and documents.
• Ensure all files are properly labeled and stored for easy access.
• Regularly back up important files and data.
• Manage access permissions for sensitive documents.
5. Proposal Development:
• Assist in drafting and formatting proposals for clients.
• Conduct research and gather relevant information for proposals.
• Proofread and edit proposals to ensure accuracy and professionalism.
• Track proposal deadlines and ensure timely submissions.
6. Expense Management:
• Monitor and manage business expenses.
• Process expense reports and reimbursements.
• Keep track of receipts and financial documents.
• Provide regular expense reports to the user.
7. Confidentiality:
• Maintain the highest level of confidentiality with all business and personal information.
• Implement secure practices for handling sensitive data.
• Sign a non-disclosure agreement to ensure confidentiality.
Qualifications:
• Proven experience as a virtual assistant or in a similar administrative role.
• Proficient in email management systems, Monday.com, and online file management tools.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• High level of discretion and confidentiality.
• Proactive and able to work independently.
• Familiarity with proposal development and expense management.
Tools and Software:
• Email: Gmail (or integrated email systems)
• Project Management: Monday.com
• File Management: Google Drive, Dropbox, or similar platforms
• Communication: Zoom, Microsoft Teams, or similar tools
• Financial Management: QuickBooks, Expensify, or similar tools
Working Hours and Availability:
• Flexible working hours with availability for urgent tasks as needed.
• Regular check-ins to review priorities and progress.
• Ability to adapt to changing schedules and urgent requests.
Hourly Range: $5.00-$10.00
Posted On: July 24, 2024 00:09 UTC
Category: General Virtual Assistance
Skills:ChatGPT, Light Bookkeeping, File Management, File Maintenance, Executive Support, Virtual Assistance, Communications, Scheduling, Email Communication
Skills: ChatGPT, Light Bookkeeping, File Management, File Maintenance, Executive Support, Virtual Assistance, Communications, Scheduling, Email Communication
Country: United States
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