Virtual Assistant

About Us:

We are a boutique consulting firm specializing in grant consulting with a focus on technology commercialization. Our expertise lies in sourcing and securing funding for innovative projects in the climate, energy, and mobility sectors. We work with startups, research institutions, and corporations to identify non-dilutive funding opportunities and develop competitive grant proposals.

Position Overview:

We are seeking a highly organized and detail-oriented Virtual Assistant to provide administrative and clerical support for our consulting business. The Virtual Assistant will play a pivotal role in ensuring seamless operations by handling administrative tasks, coordinating proposal submissions, and managing client communications. The ideal candidate is self-motivated, thrives in a fast-paced environment, and is skilled in multitasking. This position is fully remote and requires excellent communication and organizational skills.

Key Responsibilities:

Proposal Coordination & Grant Administration
Review grant guidelines and ensure all requirements are met.
Gather, organize, and verify required documents for grant proposals.
Assemble and format complete proposal packages, ensuring compliance with submission requirements.
Manage registrations and web portals related to grant submissions.
Track submission deadlines and provide reminders to internal teams.

Administrative Support
Schedule and coordinate meetings with clients, internal teams, and external partners.
Manage calendars, organize appointments, and handle scheduling conflicts.
Maintain and update a centralized content library, including templates, checklists, and reference materials.
Oversee information flows between teams, ensuring all stakeholders have access to updated data.

Client & Prospect Communication
Interface with clients to collect necessary documents and information.
Send opportunity notifications to clients and prospects based on their profiles and interests.
Maintain accurate and up-to-date client records in CRM systems.

Clerical Tasks & Office Management
Organize and promote virtual events, such as webinars and team meetings.
Manage registrations across various government and non-governmental platforms.
Assist with email correspondence, ensuring timely responses and follow-ups.
Prepare and distribute reports, summaries, and updates as needed.

Qualifications:
Bachelor’s degree (or international equivalent).
Fluency in English, with strong oral and written communication skills.
Proficiency in Microsoft Office Suite and G-Suite, with advanced spreadsheet skills.
Exceptional attention to detail and organizational abilities.
Proven ability to manage multiple projects and meet deadlines independently.
Fully equipped to work remotely, with stable internet and necessary technical tools.
Preferred (Bonus Points):
Familiarity with Odoo ERP systems or similar platforms.
Experience in proposal coordination, grant administration, or government contracting.
Strong customer service and relationship management skills.

What We Offer:
A fully remote, flexible work environment.
Opportunities to grow within a dynamic and mission-driven team.
The chance to make a meaningful impact by supporting critical client projects.