Virtual Assistant (Administrative & Project Support)
Position Overview
We are seeking a highly organized, proactive, and resourceful Virtual Assistant to provide ongoing administrative and project support to a dynamic entrepreneur, advisor, investor, and nonprofit leader.
This role is ideal for someone who enjoys handling a variety of tasks, can work independently with minimal supervision, and is comfortable taking ownership of assignments from start to finish. The successful candidate will help manage administrative projects, support social media-related tasks, coordinate online submissions, maintain project tracking systems, and provide regular status updates.
The ideal VA is someone who communicates proactively, follows through consistently, and is comfortable asking questions when clarification is needed.
Hours
- Part-Time
- 10 Hours per Week (to start)
- Potential for increased hours based on performance and business needs
- Long-term/Ongoing Opportunity
Schedule
- Flexible schedule
- Some overlap with Eastern Time (US) preferred for check-ins and communication
- Ability to attend occasional meetings or respond during overlapping hours is a plus
Key Responsibilities
Administrative & Project Support
- Complete assigned administrative tasks accurately and efficiently
- Manage and execute task lists provided by the client
- Update project tracking spreadsheets and status reports
- Monitor task progress and provide timely updates
- Track completion dates, pending approvals, and outstanding action items
- Maintain organized documentation of completed work
Website & Online Submission Management
- Submit applications, forms, listings, and event information to various online platforms and websites
- Upload images, descriptions, links, event details, and supporting materials
- Ensure information is entered accurately and completely
- Track submission status and maintain detailed records
- Report costs, approvals, deadlines, and follow-up requirements
Social Media Support
- Assist with light social media management tasks
- Update and edit existing Canva graphics and social media content
- Repurpose existing content when needed
- Support social media posting and content preparation
- Maintain brand consistency when editing materials
Coordination & Follow-Up
- Schedule meetings when required
- Follow up on pending submissions, approvals, and requests
- Communicate obstacles, delays, or issues promptly
- Provide solutions or recommendations when challenges arise
- Escalate concerns appropriately when additional guidance is needed
Reporting & Communication
- Maintain clear records of completed work
- Provide daily or regular task updates through Slack
- Communicate proactively regarding workload and availability
- Confirm completion of tasks without requiring follow-up from the client
- Request additional assignments during slower periods
Required Skills & Qualifications
Technical Skills
- Proficiency with Google Sheets
- Experience using Canva
- Familiarity with Slack
- Comfortable navigating various websites and online platforms
- Strong internet research and online navigation skills
- Ability to manage multiple tasks simultaneously
Soft Skills
- Exceptional attention to detail
- Strong written communication skills
- Highly organized and dependable
- Resourceful and solution-oriented
- Self-starter with the ability to work independently
- Comfortable following instructions while also exercising initiative
- Strong time management and prioritization skills
Preferred Experience
- Previous experience as a Virtual Assistant
- Experience supporting entrepreneurs, founders, executives, or small business owners
- Experience managing administrative projects
- Experience updating spreadsheets and tracking deliverables
- Familiarity with social media content support
Ideal Candidate Profile
The ideal candidate is:
- Proactive rather than reactive
- Consistent with communication and follow-up
- Comfortable checking in regularly
- Not afraid to ask questions when clarification is needed
- Able to think critically and solve simple problems independently
- Detail-oriented and highly reliable
- Comfortable handling a variety of tasks without constant supervision
This role is best suited for someone who takes ownership of their work, enjoys helping keep projects moving, and thrives in a collaborative environment.