Position Summary

At Elite Virtual Assistants, we believe exceptional service begins long before a client is officially onboarded and continues throughout every interaction they have with our company. The Administrative Coordinator is responsible for ensuring every client, candidate, and Virtual Assistant experiences the professionalism, responsiveness, and personalized service that defines the EVA brand.

Working alongside the Director of Client Success & Talent, this role serves as the operational heartbeat of the Client Success department. From coordinating onboarding and supporting recruiting efforts to fostering an engaged Virtual Assistant community, this position keeps the many moving pieces of our business organized while creating a concierge-level experience for everyone we serve.

This person is highly organized, proactive, relationship-focused, and thrives on creating order, building connections, and delivering exceptional experiences. They are often the first impression—and lasting impression—of Elite Virtual Assistants.

Key Responsibilities

Client Experience

• Manage the Client Success inbox and ensure timely, professional communication.
• Coordinate calendars, onboarding meetings, client interviews, and follow-up appointments.
• Prepare onboarding materials and ensure all documentation is complete prior to each onboarding.
• Coordinate client interviews for pairings when clients choose to interview candidates.
• Ensure every client interaction reflects the high-touch, concierge experience Elite Virtual Assistants is known for.
• Identify opportunities to improve the client journey and recommend process enhancements.

Recruiting Support

• Prepare candidate consideration packets and presentation materials.
• Coordinate scheduling between clients and candidates.
• Track recruiting activity and maintain accurate records throughout the placement process.
• Support the recruiting process by handling administrative coordination while partnering with the Director of Client Success & Talent on recruiting decisions

• Serve as the primary day-to-day coordinator for the Elite Virtual Assistants community, fostering a positive, engaged, and collaborative remote culture.
• Build meaningful relationships with team members through regular communication and engagement in Slack.
• Welcome new Virtual Assistants into the community and help them feel connected, supported, and aligned with EVA's culture and expectations.
• Plan, coordinate, and facilitate quarterly Virtual Assistant meetings, ensuring they are organized, engaging, and valuable.
• Prepare and distribute the internal team newsletter, highlighting company updates, recognition, resources, and announcements.
• Coordinate employee engagement initiatives, including recognition programs, contests, celebrations, and other activities that strengthen team morale and connection.
• Reinforce EVA's core values, communication standards, and professional expectations through consistent messaging and interactions with the team.
• Escalate performance concerns, policy violations, or situations requiring leadership support to the Director of Client Success & Talent.
• Continuously look for opportunities to improve engagement, communication, and the overall Virtual Assistant experience.

New Team Member Onboarding

• Facilitate group onboarding sessions for newly hired Virtual Assistants.
• Train new team members on EVA's culture, expectations, communication standards, professionalism, and operational processes.
• Ensure every new team member understands what excellence looks like before supporting clients.

Administrative Coordination

• Maintain accurate documentation and internal records.
• Keep workflows moving by proactively monitoring deadlines, follow-ups, and outstanding action items.
• Support the Director of Client Success & Talent by coordinating projects and ensuring operational excellence across the department.

How We Work at Elite Virtual Assistants

Our Core Values are more than words—they guide every decision we make and every interaction we have.

Intentionality

We slow down, ask thoughtful questions, think critically, and make informed decisions. We seek clarity before taking action and prioritize doing things right over doing them quickly.

Focus

We believe exceptional work requires undivided attention. We give our full focus to the task, client, or teammate in front of us because quality comes from concentration—not multitasking.

Transparency + Communication

We communicate openly, honestly, and professionally. We share information proactively, address challenges directly, ask questions when we need clarity, and own our mistakes with integrity.

Accountability

We take ownership of our responsibilities, commitments, and results. We follow through, solve problems, and continually look for ways to improve ourselves, our processes, and the experience we provide.

Partnership

We build lasting relationships rooted in trust, professionalism, respect, and collaboration. Whether serving clients or supporting teammates, we believe success is achieved together.