EXECUTIVE ADMINISTRATIVE ASSISTANT

VIRTUAL EXECUTIVE ADMINISTRATIVE ASSISTANT - CONTRACT/REMOTE

VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia. We help businesses thrive by connecting them with one of our virtual professionals for specialized support across various industries. While our team is remote, we enjoy getting to know one another through daily conversation, project collaboration, and all-company virtual gatherings.

We are looking for a skilled Executive Administrative Assistant who is capable of managing the account and client relationship. You will be responsible for running remote back office support seamlessly and efficiently to ensure client satisfaction. To succeed in this role, you must be self-motivated, self-disciplined, and demonstrate a level of expertise that qualifies you to be a trusted advisor to our clients.

In addition to having the opportunity to work with our clients, you will be connected to the rest of our VaVa Team. This community is made up of kind, talented, and driven contractors that truly want to see one another succeed. You will be included in regular calls with clients and other contractors, and have the opportunity to reflect our company’s mission, vision, and values.

Please look closely at the requirements and qualifications listed below as these are what will lead to success in this role. We sincerely appreciate your interest in joining our team!

EXPECTATIONS

Represent VaVa Virtual Assistants in a Positive & Professional Manner

• Demonstrate an exceptional work ethic and a positive attitude in all interactions
• Ensure all communication reflects the company’s values and level of professionalism
• Embrace VaVa values, standards, and contribute to a thriving company culture

 Take Ownership of Client Satisfaction

• Lead and manage client accounts and interactions 
• Understand and anticipate client needs while also communicating progress and updates
• Address challenges and problem solve without compromising quality of service
• Demonstrate a commitment to excellence in high-quality work and attention to detail
• Awareness of and adherence to engagement hours, and opportunities or needs to adjust hours for service.

• Provide high-quality administrative support to clients, and occasionally collaborate with fellow VaVa team members as an opportunity for growth and to increase level of service
• Effectively manage tasks, projects, and deadlines to always meet client expectations
• Maintain open communication with the client, external stakeholders, and the VaVa team
• Provide the utmost care with keeping sensitive and confidential information private and secure at all times

RESPONSIBILITIES

• Manage email by prioritizing and filtering messages, and ensuring timely responses
• Manage complex schedules that require proactive calendar coordination and reminders 
• Handle and anticipate complex issues and resolve in a timely and professional manner
• Able to plan and coordinate details for meetings, conferences, or events
• Prepare presentations and materials, and conduct project research when necessary
• Maintain updated CRMs, analyze trends, and identify helpful insights for decision making
• Effectively collaborate with others to accomplish tasks and complete projects
• Strong communication skills and the ability to draft or edit all forms of correspondence
• Establish trust and use discretion when handling sensitive and confidential information
• Be familiar with scheduling, project management, and CRM tools and software
• Handle other administrative support tasks as requested

GENERAL QUALIFICATIONS

• Must reside and be authorized to work in the United States
• At least 3 years of the demonstrated experience outlined above
• At least 3 years of experience working full-time in a virtual role
• Available at least 20 hours per week to support high-touch, deliverable-focused clients.

 TECHNICAL QUALIFICATIONS

• Knowledge of various scheduling, project management, and CRM technologies to manage and make helpful recommendations to clients.
• Experience and confidence in coordinating large-scale webinars including scheduling, facilitating, overseeing breakout rooms, and troubleshooting technical issues.
• Experience making travel arrangements and handling last minute changes.
• Experience with high-volume email inboxes and calendar management.
• Experience and comfortability with a range of technology such as Google Suite, Microsoft Office, Calendly, Slack, and Project Management Tools.