Virtual Assistant (Admin & AI-Supported Business Support)

I am a biotechnology clinical research consultant working with clients in Japan and the United States. I am looking for a reliable, detail-oriented Virtual Assistant to help with routine administrative and organizational tasks so I can focus on higher-value consulting work.

This is primarily an administrative support role, not a scientific or medical writing role. However, an interest in professional services, business support, and using AI tools efficiently will be a strong advantage.

Main Responsibilities
• Manage and organize email inboxes
• Schedule meetings and coordinate calendars across time zones
• Follow up on reminders, pending items, and action lists
• Conduct basic online research
• Prepare and clean up meeting notes
• Format Word, PowerPoint, and Excel documents
• Organize files, folders, and naming conventions
• Update contact lists, trackers, and simple spreadsheets
• Assist with travel research and itinerary preparation
• Draft simple professional messages based on templates
• Use AI tools such as ChatGPT to improve efficiency in admin tasks

What I Am Looking For
• Excellent written and spoken English
• Strong attention to detail and accuracy
• Highly organized and dependable
• Able to follow instructions carefully
• Comfortable working independently on routine tasks
• Good judgment on when to ask questions and when to proceed
• Experience with Google Workspace and/or Microsoft Office
• Experience using AI tools for administrative support is a plus
• Previous experience as a VA, admin assistant, or coordinator is preferred

Important
This role is best suited to someone who is strong in execution, organization, and consistency. I am looking for a long-term working relationship if the fit is right.

At the beginning, tasks will be simple and clearly structured. Over time, the role may expand depending on performance and trust.

To Apply
Please include:
1. A short introduction about yourself
2. Your experience as a virtual assistant or admin support professional
3. Which AI tools you have used and how you used them in your work
4. Your internet speed and equipment setup
5. Your availability and preferred working hours
6. The word “Stockholm” in the first line of your application so I know you read the full post