Virtual Front Desk Receptionist / Virtual Assistant

Location: Remote

Schedule: Monday to Friday, 8:00 AM - 5:00 PM Central Time (US)

About the Opportunity

We are seeking a professional, personable, and highly organized Virtual Front Desk Receptionist / Virtual Assistant to support a well-established U.S.-based organization.

This role serves as the first point of contact for clients, visitors, and vendors through a virtual front desk system. The ideal candidate combines excellent customer service skills with strong administrative capabilities to ensure smooth daily operations and a welcoming, professional experience.

You will work remotely while supporting front desk operations, scheduling, communication, and general administrative needs.

Key Responsibilities

Virtual Front Desk & Guest Management

• Greet and assist visitors, clients, and vendors through virtual front desk technology.

• Remotely manage building access and provide instructions to visitors.

• Coordinate incoming deliveries and communicate with vendors.

• Maintain a professional and welcoming presence during working hours.

Scheduling & Calendar Management

• Schedule, confirm, and coordinate internal and external meetings.

• Manage calendars, including changes, cancellations, and rescheduling.

• Coordinate meeting room reservations and availability.

• Assist with email correspondence and meeting coordination.

Administrative Support

• Arrange travel bookings and prepare expense reports.

• Order and track office supplies and catering requests.

• Coordinate courier services, shipping, and deliveries.

• Assist with maintenance requests and vendor coordination.

• Monitor shared inboxes, respond to inquiries, and route messages appropriately.

• Provide general administrative assistance as needed.

Professional Representation

• Maintain a polished, friendly, and professional approach in every interaction.

• Communicate effectively with internal teams, clients, and external stakeholders.

• Handle sensitive information with discretion and confidentiality.

Qualifications & Requirements

• Previous experience in customer service, reception, virtual assistance, or administrative support.

• Excellent verbal and written English communication skills.

• Friendly, confident, and professional when interacting with clients and visitors.

• Experience with Microsoft Outlook, Teams, Zoom, Excel, and PowerPoint.

• Familiarity with virtual reception systems and video conferencing equipment is an advantage.

• Knowledge of Adobe, DocuSign, SharePoint, Concur, or Notion is a plus.

• Strong calendar management, email management, and organizational skills.

• Ability to multitask, prioritize responsibilities, and work independently.

• Reliable high-speed internet connection and a quiet, professional home workspace.

• Must be comfortable remaining on camera while attending to virtual front desk visitors.

• Availability to work Monday through Friday, 8:00 AM to 5:00 PM Central Time.

• Willingness to complete a background check and sign a confidentiality agreement.

Ideal Candidate

• Outgoing, approachable, and naturally welcoming.

• Detail-oriented, dependable, and proactive.

• Comfortable working in a fast-paced professional environment.

• Able to build rapport quickly with different personalities.

• Resourceful and capable of solving problems independently.

• Committed to providing excellent customer service.

What We Offer

• Competitive compensation based on experience.

• Fully remote working arrangement.

• Opportunity to work with an established U.S.-based organization.

• Collaborative and supportive professional environment.

• Opportunities to develop administrative and client service skills.