Virtual Assistant Specialist

Job Title: Virtual Assistant Specialist

Monthly Pay: $3,721 - $5,558 USD per month

Summary:

Accurate task completion, clear updates, and dependable follow-through are at the center of this role. The Virtual Assistant Specialist provides focused remote administrative support that helps leaders and internal partners keep priorities, meetings, communications, and routine operational work moving without missed details. This position sits within an administrative support team and works under an administrative team lead, collaborating with managers, project partners, outside contacts, and other support specialists. The specialist organizes incoming requests, prepares meeting materials, maintains shared task information, and gives timely status updates so colleagues can make informed next-step decisions. This is a fully remote, work from home position based in Utah, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Receive requests through shared inboxes, calendars, task queues, email messages, and internal tickets, then confirm the request purpose, priority, owner, and due date.

• Review request details for completeness, organize supporting materials, and enter clear task notes in a workspace tool such as Notion.

• Coordinate meeting invitations, attendee availability, reminders, and preparation items using a scheduling and calendar tool such as Doodle.

• Draft routine emails, status updates, agendas, and follow-up messages that use professional, concise language and reflect provided direction.

• Prepare presentation materials, simple meeting summaries, and reference pages with a presentation tool such as Google Slides and a document collaboration tool such as Google Docs.

• Maintain organized shared folders, version labels, and accessible reference materials through a file storage platform such as Dropbox.

• Capture action items, owners, decisions, and deadlines during assigned meetings with a note-taking tool such as Microsoft OneNote.

• Monitor open tasks, send appropriate reminders, and follow up with request owners when information, approvals, or next steps are missing.

• Escalate conflicting priorities, unclear instructions, sensitive communications, or overdue decisions to the administrative team lead for guidance.

• Measure work quality through accuracy, turnaround, complete notes, organized materials, and consistent follow-up on assigned requests.

Qualifications:

• High school diploma or equivalent.

• About 1-2 years of administrative, coordination, or virtual support experience preferred.

• Familiarity with managing calendars, inboxes, meeting materials, task lists, and professional follow-up.

• Working knowledge of a workspace tool such as Notion and a file storage platform such as Dropbox preferred.

• Experience using a scheduling and calendar tool such as Doodle to coordinate availability and meeting details preferred.

• Ability to prepare clear materials using a document collaboration tool such as Google Docs and a presentation tool such as Google Slides.

• Ability to capture organized action items with a note-taking tool such as Microsoft OneNote.

• Strong judgment when prioritizing requests, protecting sensitive business information, and raising questions through the appropriate channel.

• Reliable computer, high-speed internet, and a quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.

• Authorization to work in the United States.

Perks & Benefits:

• Fully remote work from home supporting administrative operations.

• Structured onboarding and training on Notion, Doodle, Dropbox, Google Docs, Google Slides, and Microsoft OneNote.

• Regular check-ins with the administrative team lead to review priorities and support needs.

• Opportunities to build task coordination, meeting preparation, written correspondence, and remote support skills.

• Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.