Role overview

Qualifications

Demonstrated experience in administrative support or as a virtual assistant.
Exceptional organizational and multitasking skills with keen attention to detail.
Strong written and verbal communication skills.
Proficiency in calendar management, task management tools, and general office software.

Responsibilities

Schedule and manage calendars, appointments, and deadlines with prioritization.
Plan and coordinate meetings, draft agendas, take notes, and track follow-ups.
Monitor outstanding tasks, provide reminders, and support timely project completion.
Arrange travel logistics and provide general administrative support to ensure smooth operations.

Key facts

Remote from: Anywhere
Full time
Virtual Assistant
English

Hard skills

Flight Planning Calendar Management Meeting Facilitation Task Management Office Management Task Management Stakeholder Communications Intelligent Virtual Assistant Help Desk Support Computer Systems Process Management Marketing Online Communication Organizational Structure

Other skills

Adaptability
Physical Flexibility
Non-Verbal Communication
Multitasking
Time Management
Teamwork
Proactivity
Detail Oriented
Relationship Building

About the company

Ship2Shore Employ

Staffing & Recruiting

We believe that a crew member's career with cruise lines doesn't have to end when they sign off of a ship for the last time. We know the value of a crew member's knowledge, experience, level of customer service, excellence and resilience. We do not want crew members to sign off of a ship and feel they are starting over after 5, 10, 15, 20+ years onboard. We want them to know it is only the beginning. We tell their story and we match them to a cruise line that adores them. Only Crew know what it is like to slide down a lifeboat slide at 7:00 am, to eat dinner in 10 minutes, to change uniforms in 5 and to build family with people from all over the world. A family we would never, ever change.

Company details

IndustryStaffing & Recruiting

Company size2 - 10

Links

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Job description

This is a remote position.

The Virtual Assistant will play a key role in providing comprehensive administrative support to a woman-owned, Miami-based creative design studio renowned for its innovative approach and commitment to empowering women in business. This position is ideal for a proactive, detail-oriented professional who thrives in fast-paced environments and excels at multitasking. Representing a studio that values creativity and collaboration, the Virtual Assistant will contribute to streamlining operations, boosting productivity, and ensuring seamless daily workflows. With strong communication skills and the ability to foster effective relationships, this role is essential in supporting leadership and team members across a variety of functions.

Key Responsibilities:

Scheduling & Calendar Management: Efficiently manage schedules, appointments, and deadlines, ensuring optimal time allocation and prioritization.
Meeting Coordination & Documentation: Plan and organize meetings, draft agendas, take comprehensive notes, and track follow-ups.
Task Management & Reminders: Monitor outstanding tasks, provide reminders, and support timely completion of projects.
Time Management Support: Assist in managing workload and minimizing disruptions, protecting focus time for key stakeholders.
Travel Planning: Arrange travel logistics, including flights, accommodations, and detailed itineraries.
Administrative Support: Handle correspondence, maintain organized files, and perform other general administrative duties as required.
Relationship Building: Establish and nurture connections with internal team members and external partners to ensure seamless communication and collaboration.

Requirements

Qualifications:

Demonstrated experience in administrative support or as a virtual assistant.
Exceptional organizational and multitasking skills, with keen attention to detail.
Strong written and verbal communication skills to convey information clearly and professionally.
Proactive mindset with the ability to anticipate needs and address challenges efficiently.
Proven ability to manage calendars, coordinate meetings, and plan travel.
Proficiency in task management tools and general office software.
Experience in building and maintaining professional relationships with key contacts.

Preferred Skills:

Familiarity with creative, marketing, or production environments is a plus.
Flexibility and adaptability to work in a fast-paced, dynamic setting.
This role is ideal for individuals passionate about creating order and efficiency in a remote working environment while contributing to the success of a creative, collaborative team.

Benefits

Ship2Shore Employ is an equal opportunity employer and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status.