Client Operations & Administrative Virtual Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee and facilitate client email interactions

• Address standard inquiries utilizing information and templates provided by clients

• Follow up on pending information and documentation

• Uphold professional and timely written communication

• Refer technical or specialized HR-related inquiries to the client

• Monitor ongoing client requests and outline next steps

• Prepare and organize invoice documentation

• Dispatch invoices and payment-related information as instructed

• Track the status of invoices and payments

• Maintain invoice records in Google Sheets or other client systems

• Follow up on pending administrative tasks

• Keep organized records for clients and business operations

• Manage client matters according to established workflows

• Ensure that necessary steps and follow-ups are completed

• Update HubSpot records and client data

• Maintain task and project tracking systems

• Highlight overdue or stalled items

• Document recurring workflows and standard operating procedures (SOPs)

• Contribute to general process enhancements

• Review and format documents intended for clients

• Proofread written materials for grammar, consistency, and accuracy

• Assist with document modifications per client instructions

• Maintain organized versions and supporting materials

• Ensure that completed documents adhere to established formatting requirements

• Provide task-specific business support services under an independent contractor agreement

• Aid in enhancing business efficiency, improving service delivery, and supporting operational functions

⛳️ Requirements

• Prior experience in administration, executive assistance, customer service, or operations is essential

• Senior-level experience is preferred, with the ability to work autonomously and take ownership of assigned tasks

• Exceptional judgment, initiative, and problem-solving abilities

• Capability to quickly learn processes and manage responsibilities with little supervision after training

• Customer service experience is highly preferred

• Excellent command of written English is required

• Experience in client email communication is strongly preferred

• Project coordination or management experience is desirable

• Strong skills in document review and proofreading

• Familiarity with HubSpot or similar CRM systems is preferred

• Proficiency in Excel / Google Sheets is required

• Experience in HR, immigration support, legal services, or professional services is a plus

• HR knowledge or experience is strongly preferred

• Copywriting/marketing experience is a bonus but not mandatory

• Highly organized and detail-oriented

• Strong customer service orientation

• Comfortable with professional email communication

• Capable of managing multiple client matters and follow-ups

• Strong background in executive assistance or administration

• Process-oriented with effective project management practices

• Able to operate independently after initial guidance

• Meticulous when reviewing detailed client documentation

• Knowledgeable in HubSpot, Microsoft Outlook, Google Sheets, Microsoft Excel, Microsoft Office / Google Workspace

• Excellent communication skills and command of written English are essential

• Must be available for 10 contracted hours per week, Monday through Friday, with working hours to be determined in EST

🏝️ Benefits

• Competitive compensation

• Weekly payment schedule

• A variety of open positions are available

• Complimentary training and skill development

• Ongoing support and guidance

• A dynamic community always ready to assist you