Long Term - Business Administrative Assistant for busy Chief Operating Officer

As a Virtual Assistant, you will provide part time administrative support to me and my executive team while working remotely. The ideal candidate is upbeat, extremely organized, thorough and proactive with strong technical skills. You will perform various administrative tasks, ultimately helping me stay focused on and accomplish critical business projects to rapidly scale our company. You are comfortable moving quickly in a changing environment and are up to date with the latest tech tools and services (like Microsoft Teams, Office Online, Chat, Sharepoint and One Drive). You have strong business judgment and the communication skills needed to interact with a variety of people over the phone, email and video chat. You will use that knowledge to strategically support my administrative projects and deliver high-quality work under minimal supervision.

Working behind the scenes, you will make a significant impact on my life and on the lives of the people I interact with around the world.

Responsibilities

1) Sales Coordination
- Look at quote from Estimator, put it into quote folder, write out brief description of project in word document by referencing engineering blueprints/titles (use example quotes as reference format)
- Research similar raw materials and products to find cheaper ---------- ll suppliers, confirm product meets specs based on criteria provided
- Prospecting/Research LinkedIn profiles/email addresses of potential new customers that we could engage about new sales opportunities

2) Project Management
- Put total hours worked into open jobs sheet each week (identify information from hours tracking excel sheets and put into Production Tracker excel sheet)
- Enter bill of materials (BOM), inventory and purchasing data into our ERP system, E2/JobBOSS on a weekly basis
- Research similar manufacturing machinery to find cost effective ---------- ll manufacturing machinery suppliers, confirm product meets specs based on criteria provided

3) Finance
- Input weekly hours data into Quickbooks from our shop labor hours time tracking tools

4) Staffing
- Draft new job descriptions for the company based on my guidance / requirements for the position
- Post new open roles on indeed, ZipRecruiter, craigslist and scour LinkedIn for possible candidates and companies to source new applicants from
- Repost job descriptions once per week on those sites
- Cleanup and summarize my written interview feedback for each candidate

5) Marketing
- Update stainless steel tank and RFQ inquiry forms on company website to match example forms

Requirements
- At least three (3) years of experience as a Virtual Assistant or relevant role. Expertise in customer service
- Be available US Pacific Business Hours (California time zone) at least 3 days/week and available after hours if needed. Working hours are generally 7:00 AM to 5:00 PM PDT.
- Familiarity with current technologies, calendars, word-processing software and spreadsheets: Microsoft Teams, Office Online (mainly just Excel and Word), Teams Chat, Sharepoint and One Drive
- Excellent phone, email and instant messaging communication skills.
- Good spelling, grammar and punctuation skills
- Excellent time management and organizational skills
- Please reply with this word (Berkeley) in the final signature line of your application
- Willingness to admit and correct mistakes
- Handle confidential information with discretion

Please attach your DISC personality profile (you can find this for free online) and any other profiles that you think may help me understand you more.

Please also include your answers to the following questions:
1. Tell me about your past administrative experience, what company/person did you work for? What was your role and duties? What was the biggest project that you managed? Did you manage their calendar and email? Please explain in detail what you’ve accomplished.
2. What tools have you used in your past work experience? What industries have you worked in? What is your strongest skill? What are you not good at? Please provide examples to any projects you have worked on or tasks you have completed.
3. Please walk me through how you would handle multiple competing priorities and how you manage projects.