This is a remote position.
Job Title: Administrative Assistant
Location: Remote
Schedule: Monday to Friday, 9am to 1pm Pacific
About Us:
We are a dedicated and compassionate team providing support to unserved
communities throughout their birthing journey. We are committed to creating a nurturing and
empowering environment for our families, offering a myriad of cultural doula practices tailored to
the needs of individual families. As we continue to grow, we are seeking a highly organized and
proactive Virtual Administrative Assistant to support the co-founder(s) with day-to-day
administration and operational tasks.
Job Overview:
As the Virtual Administrative Assistant, you will be responsible for providing high-level
administrative support to the co-founding team. You will play a key role in ensuring the smooth
operation of the business by managing schedules, coordinating tasks, and facilitating
communication across departments. This role is ideal for someone who is organized,
detail-oriented, and can thrive in a dynamic and fast-paced environment.
Responsibilities:
● Calendar Management & Scheduling: Assist with daily calendar organization,
including task scheduling, coordinating meetings, and setting reminders.
● Email Correspondence: Manage email communications, draft responses, and ensure
timely follow-ups.
● Meeting Support: Attend executive meetings, take accurate minutes, compile notes,
and track action items to ensure follow-up.
● Task Prioritization: Help prioritize tasks across various teams, monitor progress, and
report updates to senior management.
● Office Administration: Handle miscellaneous administrative tasks as required,
including organizing internal documents, presentation drafting, and maintaining digital
folder structures.
● Research & Summaries: Conduct online research as required and compile concise
summaries to inform decision-making.
● Team Coordination: Act as a liaison between the co-founder and other team members
or departments, ensuring smooth communication and resolution of requests and queries.
● Financial (data entry): Assist with expense collection, recording, and tracking.
● Promotional Material Management: Organize and maintain promotional and marketing
materials for the company.
Requirements:
● Attention to Detail: Exceptional organizational skills with a keen eye for detail.
● Communication Skills: Excellent written and verbal communication skills are essential.
● Experience: Minimum of 3 years of experience in an executive or administrative
assistant role, preferably in a remote setting.
● Tech-Savvy: Proficiency in Google Suites and MS Office Suite (Excel, Outlook, Word,
PowerPoint) and experience with digital tools for task management and scheduling
(Canva, Calendly, Zoom, etc).
● Adaptability: Ability to work efficiently in a fast-paced and ever-evolving environment.
● Time Management: Strong ability to prioritize tasks, meet deadlines, and balance
multiple responsibilities.
