Are you an Assertive and Proactive Virtual Assistant who loves keeping things organised?

We’re looking for someone exceptional to join our small team in the UK remotely from the Philippines.

We have an exciting opportunity for a highly organised and detail-oriented Virtual Assistant to help us manage the day-to-day running of our busy HR and Business consultancy and to support our MD helping her to keep everything on track.

This role is perfect for someone who thrives on being the backbone of a team, enjoys streamlining processes, and takes pride in ensuring nothing falls through the cracks. Your contributions will directly help us to deliver high-quality services to our clients while allowing us to work smarter, not harder.

This is an exciting opportunity to be part of a well-established, highly respected, small but rapidly growing HR Consultancy team who provide outsourced HR services to small and medium-sized businesses throughout the UK and increasingly worldwide.

Your own quality of work standards must be high to help us maintain our good reputation. You must be highly organised, pay meticulous attention to detail and be confident enough to tell the team what they need to do to deliver on their goals and commitments (including the MD!).

We will provide you with comprehensive training, and support you every step of the way to ensure you are successful. The way we see it, your success is our success!

You will be competent in using:

? Microsoft Tools (particularly Word, Excel, Teams and PowerPoint)
? Quickbooks accounting system
? Productive (our CRM tool – training will be provided)

We are looking for someone who has drive and initiative who wants to do more than just sort emails and do a bit of bookkeeping!

We want you to take time to understand our business, our purpose and get to know our customers so that you truly become a key ‘go to person’ for our team and our customers.

If this sounds like you .. read on to find out more about the role ….

Key Responsibilities and Accountabilities:

1. Diary, Email, and Task Management
o Proactively manage the MD’s inbox daily, categorising and assigning tasks in our CRM/task management system.
o Organise and optimise the MD’s calendar, schedule meetings, and set reminders for key events.
o Help prioritise tasks and ensure deadlines are met by maintaining clear communication, highlighting if we are falling down on our delivery promises.

2. Accounts, Billing, and Credit Control
o Manage bookkeeping tasks, including collecting and tracking receipts, uploading to QuickBooks, and reconciling bank statements.
o Prepare for, review with the MD, and carry out monthly invoicing and following up with clients for timely payments.
o Prepare quarterly VAT return submissions for review by accountants, ensuring accuracy and compliance.

3. Customer Task Management
o Ensure all client-related tasks and deadlines are tracked through the system and met.
o Regularly update client records, monitor project statuses, and maintain clear documentation.
o Run regular reports for the MD to support business growth and development discussions
(your ideas will always be welcomed).

4. HR Administrative Support
o Update contracts, maintain employee data, and draft letters using templates for clients.
o Ensure HR documentation is accurate, up-to-date, and compliant with UK standards.
o Support employee onboarding tasks and maintain clear communication with clients.

5. General Administrative and Personal Assistance
o Organise travel arrangements, including booking hotels, accommodation, and creating itineraries.
o Assist with small personal admin tasks, such as renewing memberships or managing subscriptions.
o Plan and remember important dates for client or associate birthdays and anniversaries.

What We’re Looking For:

We understand this role requires a wide variety of skills, so we’re looking for someone who is:

• Experienced in being an organised VA: You will ideally have at least one year of experience in this type of role.
• Knowledgeable in UK Accounting: You must have experience in bookkeeping, ideally working with UK companies so that you already understand the nuances of UK-specific processes.
• Highly proactive and assertive: You’ll need to take charge of keeping the business organised, solving problems before they arise, and suggesting better ways to work.
• Tech-savvy: You love learning new tools and finding ways to work smarter using technology.
• Fluent in English: You must be able to write clearly, concisely, and accurately, and must be fast and efficient at typing.
• Meticulously organised: You’re a whiz at planning and prioritising tasks to meet deadlines without compromising on quality.

We’re looking for someone who enjoys taking ownership and responsibility for tasks, is not shy in holding others to account, and is able to do this in a kind and personable way.

Why Join Us?

This is more than a job; it’s an opportunity to grow with a business that values teamwork, learning, and celebrating wins. We’re a supportive, close-knit team that’s passionate about helping small businesses succeed.

• Work remotely from the comfort of your home. (You must have a stable and secure internet connection.)
• We are looking for 35 - 40 hours a week. You will need some availability between 6am – 12 noon UK time to speak with the MD and keep an eye on the Inboxes every day, but we are flexible on the hours as we understand there is a large time difference.
• Training and support provided to help you succeed in your role.

The Application Process:
We’re accepting applications until 24th January 2025. To stand out, please send us a covering letter that includes:

• The place in the world you would most like to visit (Not only are we looking for some new inspiration, this tells us you’ve read the job description!).
• Your strongest skills in the areas of VA and bookkeeping work.
• How many hours you are wanting to work.

The next stage in the process involves answering some questions and a short skills test.

We can’t wait to hear from you!