Virtual Assistant (BBS834)

We're looking for a Virtual Assistant to support day-to-day operations and administrative needs for a fast-moving AI technology company. You will handle a broad range of tasks including calendar management, inbox organization, research, data entry, scheduling, vendor coordination, and other operational and administrative support as needed.

This is a generalist support role. The scope will evolve as the business grows and priorities shift, so adaptability and a proactive ownership mindset matter more than expertise in any single area. If you are highly organized, responsive, comfortable managing multiple tasks simultaneously, and take pride in keeping things running smoothly without being asked twice, this role is a strong fit.

Why You'll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you're most productive
• This role requires availability during US business hours
• Work inside a fast-moving AI technology company with a growing client base and strong product traction
• High-variety role with real operational ownership and direct access to leadership

What You'll Work On

Calendar and Scheduling Management

• Manage calendars, schedule meetings, and coordinate across multiple time zones
• Send reminders and ensure the team is prepared for upcoming commitments
• Resolve scheduling conflicts proactively and handle reschedules efficiently

Inbox and Communications Management

• Monitor and organize inboxes, flag priority items, and draft responses as needed
• Handle routine correspondence and follow-ups on behalf of the team
• Ensure no message or open thread falls through the cracks

Research and Data Entry

• Conduct research on topics, vendors, tools, or opportunities and present findings clearly
• Handle data entry, record keeping, and database maintenance accurately
• Compile information into organized documents, spreadsheets, or summaries as requested

Administrative and Operational Support

• Coordinate with vendors, service providers, and external contacts as needed
• Manage document organization, filing, and internal record keeping
• Assist with ad hoc projects, logistics, and special requests as they arise
• Identify recurring tasks that can be systematized or streamlined and flag them to leadership

What You Bring

• Proven experience as a Virtual Assistant, Executive Assistant, or Operations Coordinator
• Excellent written and verbal English communication skills with a professional and responsive tone
• Highly organized with the ability to manage multiple tasks and priorities simultaneously without dropping the ball
• Proactive and self-directed with strong follow-through on every open item without needing reminders
• Comfortable learning and adapting to new tools and systems quickly
• Reliable and consistent in a fully remote, async-friendly environment
• Available to work full-time during US business hours

Nice to Have

• Experience supporting a founder, CEO, or senior leadership team at an early-stage or high-growth technology company
• Familiarity with tools such as Google Workspace, Notion, Slack, or similar productivity platforms
• Background in operations, project coordination, or executive support
• Experience working in a fast-paced startup environment where scope and priorities evolve quickly

How to Apply

Please include:

1. Your updated resume
2. A short Loom video (1 to 2 minutes) introducing yourself, describing your virtual assistant or administrative experience, and explaining how you manage a day when you have multiple competing priorities and a new urgent task comes in

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

If you are organized, responsive, and want a stable role with real variety inside a growing AI technology company, this role gives you the ownership and the direct impact to do your best work.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations.

We'll keep you informed throughout the process and provide feedback at each step.