We are sharing a full-time opportunity for an experienced Virtual Assistant with strong expertise in administrative support, vendor coordination, operational organisation, scheduling, logistics, purchasing, and distributed-team support to help manage day-to-day operations across a fast-moving remote environment.
The role combines hands-on administrative execution with operational ownership. The successful candidate will manage scheduling, research, documentation, internal trackers, purchasing, vendor coordination, expenses, onboarding support, team logistics, and gifting operations while anticipating needs and driving tasks through completion with minimal direction.
Key Responsibilities
Administrative Support
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Manage day-to-day administrative tasks across a distributed team
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Support scheduling, research, documentation, and general coordination
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Organise information required for ongoing operational activities
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Maintain accurate records and internal documentation
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Handle ad hoc administrative requests efficiently
Scheduling & Coordination
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Coordinate meetings, appointments, and team logistics
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Maintain calendars and scheduling information
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Manage follow-ups and outstanding action items
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Support coordination across multiple stakeholders
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Anticipate scheduling conflicts and resolve them proactively
Operational Organisation
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Maintain internal trackers and operational records
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Keep project and administrative information current
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Support consistent organisation across recurring workflows
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Identify missing information or process gaps
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Improve visibility into ongoing operational activities
Vendor Management
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Coordinate with external vendors
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Source suppliers or service providers when required
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Manage vendor communication and follow-up
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Track orders, timelines, and outstanding issues
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Support reliable delivery of purchased goods and services
Purchasing & Logistics
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Coordinate purchasing and ordering activities
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Manage shipping and delivery workflows
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Track purchases and related documentation
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Support expense and reimbursement processes
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Resolve logistical issues as they arise
Gifting Operations
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Manage gifting activities for internal teams, extended teams, and clients
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Research and source appropriate gifts
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Coordinate ordering and personalisation
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Manage shipping and delivery
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Track gifting budgets, recipients, orders, and vendors
Onboarding & Team Support
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Support onboarding logistics for new team members
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Coordinate materials, access, and administrative requirements
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Respond to operational requests from team members
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Maintain clear onboarding information and checklists
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Help ensure a smooth experience across distributed teams
Research & Problem Solving
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Conduct research to support operational decisions
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Compare vendors, products, or services
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Identify practical solutions to administrative challenges
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Resolve routine issues independently
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Escalate material problems with clear supporting context
Process Improvement
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Identify repetitive or inefficient administrative workflows
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Recommend practical improvements
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Support automation of routine tasks where appropriate
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Use available tools to improve speed and accuracy
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Maintain reliable processes as operational needs evolve
Communication & Follow-Through
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Communicate clearly with internal and external stakeholders
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Provide timely updates on progress and outstanding items
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Maintain professional written and verbal communication
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Follow tasks through to completion
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Ensure commitments and deadlines are not overlooked
Ideal Profile
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3+ years of experience in administrative support, operations, or a comparable role
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Strong organisational ability
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Excellent attention to detail
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Strong written and verbal communication skills
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High ownership and reliability
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Consistent follow-through
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Strong research and problem-solving ability
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Comfortable working independently with limited direction
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Able to manage multiple priorities in a fast-moving environment
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Good judgement when handling sensitive information
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Experience in a startup, technology company, or distributed team is advantageous
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Experience with gifting, vendors, purchasing, shipping, or logistics is valuable
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Familiarity with Google Workspace is beneficial
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Familiarity with Slack and project-management tools is advantageous
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Comfortable using AI tools to improve efficiency and automate repetitive tasks
Engagement Details
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Full-time engagement
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Fully remote
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Compensation: $15–$30/hour
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Work will involve administrative support, scheduling, vendor management, purchasing, logistics, expense coordination, onboarding, team support, and gifting operations
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Strong organisation, ownership, and follow-through are central to this role
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Responsibilities may involve supporting internal team members, extended teams, clients, and external vendors
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The role requires comfort working independently in a distributed and fast-moving environment
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Operational priorities, tools, vendors, and workflows may evolve based on business needs
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Work must be completed without using confidential, proprietary, personally identifiable, payment-related, client-sensitive, or otherwise restricted information belonging to any employer, client, vendor, team member, or other third party
About the Platform
This opportunity is available through 24-MAG LLC. We connect experienced professionals with remote consulting opportunities across technical, evaluation, and project-based workstreams.
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