Administrative Assistant for an Organizing Business in the US (Home Based Full Time)

Project & Task Management – Basecamp

• Set up and maintain client projects and project documentation
  

• Restart documentation and assign to-dos for repeat clients
  

• Maintain team project workflows and ensure information is current
  

• Identify missing information or outstanding tasks and proactively follow up
  

CRM & Client Administration – Dubsado

• Maintain accurate client and lead information
  

• Prepare and send templated proposals and client communications
  

• Update dates, pricing, project descriptions, and other information provided by the owner
  

• Track leads, proposals, and outstanding follow-ups
  

• Help ensure clients move through established workflows appropriately
  

Client Communication

• Send pre-templated/canned emails, consultation reminders, proposals, and other routine communications
  

• Flag communications that require the owner's personal response
  

• Track outstanding client responses and follow up when appropriate
  

Calendar & Scheduling

• Maintain Allison's personal calendar
  

• Schedule and coordinate appointments and other commitments
  

• Help identify scheduling conflicts and upcoming items requiring attention
  

Team Scheduling – When I Work

• Assist with administrative updates to employee schedules
  

• Help manage schedule changes and timekeeping information
  

• Flag scheduling issues requiring the owner's decision
  

Reporting & Data

• Create and maintain Google Sheets reports
  

• Perform accurate data entry and maintain information across company platforms
  

• Help keep company records consistent and current
  

Client Photo Management – CompanyCam & Lightroom

• Properly tag and organize client photos and videos in CompanyCam
  

• Pull appropriate images for social media, marketing, and portfolio use
  

Email Marketing – MailerLite

• Upload and format completed email/newsletter copy
  

• Create polished, professional layouts
  

• Manage links, images, formatting, and other newsletter details
  

• Writing marketing content is not required
  

Marketing Materials – Canva

• Organize existing marketing materials
  

• Maintain brand consistency using existing templates and guidelines
  

Link & Affiliate Management

• Maintain Linktree/Instagram bio links
  

• Update ShopMy affiliate links and product information as needed
  

• Check links periodically to ensure they remain accurate and functional
  

Product Inventory – Sortly

• Maintain product inventory records
  

• Update quantities and product information
  

• Assist with tracking organizing products purchased and sold to clients
  

• Identify discrepancies or missing information
  

Business Phone Management – FreedomVoice

• Monitor incoming messages daily
  

• Filter spam and identify legitimate client inquiries
  

• Flag important messages and ensure inquiries receive timely attention
  

Vendor & Product Research

• Research products, vendors, and service providers as requested
  

• Compare pricing, availability, reviews, and other relevant information
  

• Present findings in an organized format that makes decisions easy
  

• Follow up with vendors when appropriate
  

Research & Special Projects

• Complete general business and personal research projects
  

• Research solutions independently before asking for assistance
  

• Provide concise recommendations rather than simply presenting large amounts of information
  

Executive & Personal Assistance

• Assist the owner with personal administrative tasks as needed
  

• Schedule personal and household appointments
  

• Research and coordinate household service providers and vendors
  

• Assist with travel research, itineraries, reservations, and planning
  

• Research purchases and compare options
  

• Assist with online orders, delivery tracking, returns, and refunds when authorized
  

• Help manage family scheduling and personal administrative projects
  

• Maintain confidentiality when handling personal information
  

Follow-Up & Task Tracking

• Proactively track outstanding client, vendor, business, and personal action items
  

• Follow up when appropriate rather than waiting to be reminded
  

• Maintain a system for items awaiting responses or decisions
  

• Bring unresolved or time-sensitive matters to the owner's attention
  

• Help ensure important details do not fall through the cracks
  

Bookkeeping Support – Nice to Have

• Approximately 5 hours per month of QuickBooks data entry
  

• Assist with basic bookkeeping-related administrative tasks
  

• Prior QuickBooks or bookkeeping experience is preferred but not required
  

Client Information

The client is a full-service professional organizing business based in Raleigh, North Carolina. They provide tailored organization solutions across Raleigh, Durham, Chapel Hill, Cary, Apex, Holly Springs, Garner, Wake Forest, Wendell, and adjacent regions.

Must Haves

• Professional administrative, executive assistant, or virtual assistant experience
• Excellent written and verbal English communication
• Exceptional organization and attention to detail
• Strong independent problem-solving skills
• Resourceful and comfortable researching solutions before asking for help
• Proactive and able to anticipate needs once familiar with the role
• Able to manage multiple tasks and priorities without becoming easily overwhelmed
• Strong follow-through and ability to meet deadlines
• Comfortable taking ownership of recurring responsibilities after training
• Tech-savvy and able to learn new platforms through training documents, videos, and tutorials
• Comfortable working with both business and personal administrative information
• High level of discretion and confidentiality
• Interested in a long-term position and becoming an integral part of the company

Nice to Haves

• QuickBooks experience
• Bookkeeping or accounting background
• Experience with CRM systems such as Dubsado
• Experience with project management systems such as Basecamp
• Experience with Google Workspace and Google Sheets
• Canva experience
• Email marketing platform experience
• Marketing support experience
• Experience with inventory-management systems
• Familiarity with AI tools such as ChatGPT, Sintra, Plaud or similar platforms

Home Office Requirements

Please only apply for this role if you have the following home office requirements:

· Perfectly working headset and webcam
· Stable internet connection of at least 25 Mbps ~ 50 Mbps
· Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later
· Quiet room with no distractions or background noises
· A backup plan if the power goes out or if your internet connection becomes unstable during your shift

Only applicants meeting the strict criteria above will be contacted.

Connect With Us

https://virtualcoworker.com.ph
https://virtualcoworker.com/our-culture
https://www.facebook.com/virtualcoworker
https://www.linkedin.com/company/virtual-coworker