Virtual Assistant/Project Coordinator

I’m seeking a highly organized, proactive and resourceful individual to assist me with various administrative tasks across multiple companies I oversee. You will work closely with me to manage the teams and to ensure smooth daily operations. The role will involve managing various projects, coordinating communication, handling administrative tasks, and performing other duties as needed.
What does success look like for us? If we work together, and you have cleared my plate so that ‘ am able to have large uninterrupted blocks of time to work on what’s most important to the businesses, then that is success!
Some example responsibilities include:
– Triage emails and sort emails
– Triage teams messages
– Formatting and putting together project quotes
– Checking in on our project management (PM) systems for assigning projects, upcoming tickets, overdue tickets and quotes
– Look at PM system for new unassigned projects
– Look at PM system for overdue projects and get statuses from assignees
– Attend meetings and take notes and record action items for participants
– Checking various admin dashboard sites for any errors our support team can be proactive in fixing
– Simple client program deployments: remote session with client and set up files with shortcuts
– Walking clients through getting configuration settings and log files
– Coordinate account creation/onboarding for new employees
– Light market and sales research
– Assisting in putting together presentations and marketing brochures0- In addition to all the above, you should be on the lookout for other areas we can improve in
Qualifications
– Strong organizational and communication skills
– Strong written and verbal English fluency
– Ability to manage multiple projects simultaneously
– Experience with customer service and communication
– Proficiency in Microsoft Office and email/Outlook
– Familiarity with project management tools and ticketing systems
– Prior experience as a virtual assistant or administrative assistant is a plus
This is a position requires working the majority of the day within Eastern Timezone (rest of the company, clients and stakeholders are in North America). The ideal candidate should be able to work independently, have excellent time-management skills, and have a proactive approach to work.
A little bit about me, so you know what you’re getting into: I help run a group of companies in the software, consulting and marketing space. We have hundreds of clients and several projects ongoing at any one time. Everyone always needs something (clients, other team members), so I need help getting to them in a timely manner (for me that’s almost immediately so they’re progress is not blocked). What that results in, is me ending the day not having achieved my most important tasks. I need someone who can help me guard my time, and also help me work more efficiently. I’m also looking for someone who can grow with our organization and progress with us. If that’s you, please apply!