This is a remote position.
Virtual Executive Assistant Job
Schedule: Flexible during client business hours (Allentown, NJ, Eastern Standard Timezone)
Are you an organized, proactive, and tech-savvy professional with a knack for managing multiple responsibilities? We're seeking a Virtual Executive Assistant to support our growing business, handle daily operations, manage our social media and provide high-level administrative assistance. If you excel in streamlining processes, maintaining accountability, and assisting with both business tasks and marketing, we’d love to hear from you.
Key Responsibilities:
Email & Slack Management
● Organize and manage emails internally and for client mailboxes we manage: filter out spam, tag client communications for easy tracking.
● Download invoices and send to internal team for uploading to Quickbooks
● Communicating important emails with the internal team via Slack
● Manage Slack channels, send reminders, and follow up on tasks for the team, ensuring nothing falls through the cracks.
Team Accountability & Asana Management
● Monitor bookkeeping processes to ensure accuracy and completion.
● Help maintain accountability in Asana for team projects, track progress, assign tasks, and manage due dates.
Marketing Support
● Assist with basic content creation in coordination with our copywriter and when given the basic outline for the content
● Maintain brand consistency across all digital platforms
● Proactively identify and address potential improvements
● Assist with technical marketing implementation tasks
● Post content to Facebook, Instagram, and private Facebook groups.
● Manage FB engagement and interaction, pulling in internal team for detailed engagement as needed
● Update Canva templates for brand consistency.
● Use Canva to create and repurpose marketing materials such as posts, lead magnets, webinar promotions. Follow brand guidelines.
● Engage in lead generation activities across social media platforms.
● Schedule and monitor email campaigns, ensure timely content creation, and assist with partner marketing initiatives.
● Format and publish blogs in Client Connections.
● Updates to website as needed
Client Communications & Support
● Manage Inbox and support client communications by ensuring each client’s account is processed.
● Schedule and coordinate client strategy sessions, including birthday or special occasion gifts.
● Organize and track meetings using Acuity and Calendly.
Month-End & Year-End Closing
● Collaborate with the team to ensure month-end processes are completed, checklists are maintained, and monthly reports are sent to clients.
● Assist with year-end tasks, including creating client trackers and ensuring all tax checklists are completed.
Project Coordination
● Assist in organizing Standard Operating Procedures (SOPs) for clients and team members.
● Ensure that Google Drives are well-organized and Asana is up-to-date.
Requirements
Requirements:
● Experience: Proven experience in administrative, executive, or virtual assistant roles.
● Tech Skills: Proficiency in Gusto, QuickBooks, Google Workspace, Asana, Acuity, Calendly, and Slack.
● Organizational Skills: Strong attention to detail, time management, and organizational skills.
● Communication: Excellent written and verbal communication skills, with a proactive approach to follow-ups.
● Adaptability: Ability to multitask and prioritize in a fast-paced, remote environment.
● Ability to troubleshoot independently
● Marketing: Strong experience with social media content generation, posting and engagement. Natural eye for visual marketing and brand consistency
Ideal Candidate:
● Takes initiative and anticipates needs before being asked
● Brings solutions and recommendations, not just questions
● Enjoys working independently while meeting team deadlines
● Demonstrates ability to learn and adapt quickly
● Values attention to detail and brand consistency
● Self-reviews work for errors, broken links and clarity before submission
If you're ready to make a meaningful impact and enjoy keeping operations running smoothly,
apply today to join our team!
Note: While initial content writing isn’t the primary focus, candidates
with strong writing abilities are encouraged to highlight in application.
