Virtual Assistant

We are seeking a highly organized and proactive Entry-Level Virtual Assistant to join our team. The ideal candidate will have a strong understanding of Notion and Google Workspace, with the ability to manage tasks and projects efficiently in a virtual environment. This role requires excellent communication skills, attention to detail, and the ability to work independently with minimal supervision.
Virtual Assistant Responsibilities:
Notion Management: Create, manage, and organize Notion pages and databases for various projects. Ensure all information is up-to-date and easily accessible to team members.
Google Workspace Administration: Utilize Google Workspace tools such as Gmail, Google Calendar, Google Drive, and Google Docs to manage emails, schedule appointments, organize files, and create documents.
Project Coordination: Assist in project management by tracking deadlines, updating progress, and coordinating with team members to ensure timely completion of tasks.
Data Entry and Management: Perform data entry tasks and maintain databases to ensure accuracy and confidentiality of information.
Communication: Act as a point of contact for internal and external communications, managing emails, and organizing virtual meetings.
Document Preparation: Prepare, format, and edit documents and presentations according to specified guidelines.
Administrative Support: Provide administrative support to the team, including but not limited to data entry, following SOPs, and conducting research as needed.
Virtual Assistant Requirements:
Previous experience as a Virtual Assistant or in a similar role is preferred, but not required.
Technical Skills: Proficiency in Notion and Google Workspace (Gmail, Google Calendar, Google Drive, Google Docs, Sheets, and Slides). Familiarity with other project management tools is a plus.
Communication Skills: Excellent written and verbal communication skills.
Organizational Skills: Strong organizational and time-management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
Attention to Detail: Keen attention to detail and the ability to maintain confidentiality and discretion.
Education: High school diploma or equivalent with a zest for learning and being trained.
Work Environment:
This is a remote position, allowing flexibility in work location.
The candidate must have a reliable internet connection and their own computer.
Flexible working hours, but availability for team meetings across different time zones may be required.
What does success look like
Client-Centric Approach:
Always prioritizing the client’s needs and experiences, ensuring every interaction is aligned with Malloy Industries’ values.
Customizing communication and solutions to match the unique preferences and requirements of each client.
Relentlessly Generous Service:
Going beyond the call of duty to assist clients and team members, showcasing a genuine desire to solve problems and enhance their experience.
Anticipating needs and proactively offering support or solutions before being asked.
Vulnerably Trustworthy Interactions
Building deep, trust-based relationships with clients and colleagues by being open, honest, and transparent in all communications.
Demonstrating empathy and understanding, sharing personal insights when appropriate to foster a genuine connection.
Enthusiastically Fun Engagement:
Infusing humor and light-heartedness into interactions and communications, including dad jokes in meetings to maintain an atmosphere of joy and engagement.
Creating a positive and fun environment in virtual spaces, encouraging others to share and participate actively.
Independently Productive Work Ethic
Excelling in self-management, completing tasks efficiently and effectively with minimal supervision.
Demonstrating initiative by identifying and undertaking tasks that add value, and consistently meeting or exceeding project deadlines.
Flexibly Learning and Adapting:
Demonstrating a strong commitment to personal growth and professional development by seeking out learning opportunities and applying new skills to work tasks.
Sharing knowledge and insights gained with team members, contributing to a culture of continuous improvement and collective learning.
Creative Problem-Solving:
Utilizing a creative and innovative approach to overcome challenges and streamline processes, enhancing efficiency and client satisfaction.
Suggesting and implementing new tools or methods that align with the company’s values to improve service delivery.
Collaborative Teamwork:
Engaging in open and constructive feedback, embracing both giving and receiving insights for personal and team growth.
Working harmoniously with others, leveraging individual strengths to achieve collective goals and uphold the company’s values.
Result-Oriented Performance:
Setting and achieving measurable goals that reflect the company’s values and contribute to its success.
Regularly reviewing personal and team outcomes to ensure they align with the overarching objectives of Malloy Industries.
A Virtual Assistant who embodies these qualities will not only excel in their role but also contribute significantly to Malloy Industries’ growth, gaining valuable skills and experience in the process.