Admin Assistant

Job Overview:
We are seeking a highly organized and detail-oriented Admin Virtual Assistant to support our team with various administrative tasks remotely. The ideal candidate will possess excellent communication skills, multitasking abilities, and a proactive attitude to ensure the smooth operation of day-to-day activities.

General Administrative Support

• Schedule and coordinate meetings, and appointments where necessary
• Prepare and edit correspondence, communications, presentations, and other documents.
• Support maintenance for electronic filing systems and databases.
• Answer and direct phone calls, emails, and internal communications.

Operations Support

• Coordinate with vendors, service providers, and building management when necessary
• Maintain and update office procedures and process documentation.
• Track and support operational workflows and ensure smooth daily office functions.

KPI Support & Management

• Collect, organize, and input data for performance metrics.
• Prepare KPI dashboards, charts, and performance summaries.
• Track progress against operational KPIs and flag variances for review.
• Assist in creating reports and data visualizations for leadership.
• Maintain databases and systems used for KPI tracking (e.g., Excel, project management tools).

Document & Record Management

• Ensure all operational documents are accurately maintained and accessible.
• Support document version control and archiving procedures.
• Help with audit preparation by organizing compliance documentation.

Team & Project Support

• Support cross-functional coordination by assisting with meeting follow-ups, task tracking, and communication.
• Help coordinate internal projects (e.g., system upgrades, team initiatives).
• Act as liaison between departments and the Admin Manager to streamline communication.

Compliance & Quality Control

• Monitor adherence to internal policies and procedures.
• Report discrepancies and assist with corrective actions.

Qualifications:
Proven experience as a Virtual Assistant or in an administrative role.
Strong proficiency with office software (Google Suite, Microsoft Office, etc.) and online communication tools (Zoom, Slack, etc.).
Excellent organizational, time-management, and multitasking skills.
Ability to work independently with minimal supervision.
Excellent written and verbal communication skills.
High-speed internet connection and a reliable home office setup.

Please reply with your past experience with Admin Assistant role.
To apply, the following must be provided:
1. One minute video of you stating your name and why you think you should be hired.
2. Resume
3. What KPI's you believe are most important to tracking your success in this job
4. Your remote work environment
5. How long you have worked remotely
6. Is there any background noise or distractions that would cause you to not be able to be on Zoom or Phone calls from 8:30AM – 5:30PM EST (new york timezone)?
7. Your desired rate of pay?
8. When you can start?