Virtual Assistant - Entry level (Remote)

About the Role

The company is seeking an entry-level Virtual Assistant to support the CEO and executive leadership team with scheduling, meeting coordination, travel logistics, and administrative projects. Reporting directly to the CEO, this role requires strong organizational skills, sound judgment, and the ability to anticipate needs, solve problems, and communicate professionally with internal and external stakeholders.

The Virtual Assistant will handle sensitive information while coordinating with company leadership, a private equity group, and external customers. The ideal candidate can manage competing priorities, maintain clear follow-ups, and work independently with minimal direction.

Key Responsibilities

• Schedule meetings and maintain agendas for Board, executive, and department leadership meetings.
• Capture key meeting notes and distribute follow-up actions to relevant stakeholders.
• Assist the CEO with calendar management and travel arrangements.
• Support the C-suite with ad hoc projects and administrative tasks.
• Prioritize inquiries and requests, troubleshoot scheduling conflicts, and recommend solutions to support smooth daily operations.
• Source and interview potential external partners, including speakers and trainers.
• Keep information, tasks, meeting notes, and follow-ups organized.
• Maintain confidentiality when handling sensitive company and executive information.

Required Qualifications

• At least four years of administrative experience reporting directly to senior management.
• Familiarity with Asana or the ability to learn a new project management tool.
• Familiarity with Slack or the ability to learn a new communication platform.
• Working knowledge of Microsoft Office applications.
• Excellent written and verbal communication skills.
• Strong time-management skills and the ability to organize and coordinate multiple projects simultaneously.
• Ability to adapt to changing priorities, work collaboratively, and take on tasks as needed.
• Strong discretion and the ability to maintain company confidentiality.

Preferred Qualifications and Skills

• Experience managing virtual Executive Assistant responsibilities; the listing specifies 1–2 years of experience in this area.
• Ability to organize information, tasks, and follow-ups effectively.
• Strong problem-solving skills and flexibility when addressing challenges.
• Ability to work independently and execute projects with minimal direction.

Work Arrangement and Location

• Remote position, with the option to work from the office in Brooklyn, New York.
• Attendance at mandatory quarterly in-person company meetings at the New York City headquarters is required.
• Travel costs for mandatory quarterly meetings are covered by the company.
• The listing states that employees must be fully vaccinated against COVID-19 because the role includes in-person work. Proof of vaccination will be requested before the first in-person work assignment.

Company Culture

• The company promotes an inclusive environment where employees can contribute to important discussions and share ideas.
• Employees have opportunities for career development and long-term growth.
• Ongoing Diversity, Equity, and Inclusion training is provided.
• Volunteer and mentorship opportunities are available through New York City-based organizations.
• The company supports sustainability initiatives, including composting, recycling, clean energy, and pursuing B Corporation certification.
• The organization emphasizes shared values and a workforce passionate about its work.

Compensation and Benefits

• Health, dental, vision, and life insurance.
• 401(k) matching.
• Short-term and long-term disability coverage.
• Paid parental leave.
• Quarterly product allowance.
• Product discounts of 70%.