Chief Virtual Operations Manager
22 hours ago
The Virtual Support Specialist is a multifaceted role that encompasses various administrative and operational functions within an organization. This position involves managing clerical tasks, providing support to management, and assisting with financial, recruiting, or sales processes.
This role requires a detail-oriented individual with strong organizational skills, capable of multitasking in a fast-paced work environment. Excellent communication skills, proficiency in office software, and the ability to manage multiple priorities are essential.
Key Responsibilities:- Administrative Support:
- Organize and maintain written and digital records, including data entry and document management.
- Coordinate and manage calendars, schedules, and appointments across different time zones.
- Draft, proofread, and manage correspondence, reports, and presentations.
- Conduct research, collect data, and provide information to support decision-making.
- Prepare and maintain meeting agendas, minutes, and follow-ups.
- Assist in the coordination of meetings, conferences, and business development initiatives.
- Prepare and maintain meeting agendas, minutes, and follow-ups.
- Conduct research, collect data, and provide information to support decision-making.
- Draft, proofread, and manage correspondence, reports, and presentations.
- Sales or Recruiting & Client Support:
- Provide administrative support to the sales team, including managing CRM systems, tracking sales processes, outbound calls, and assisting with client communications.
- Assist in implementing new sales programs, procedures, and systems.
- Coordinate communication between internal teams and external stakeholders, including clients and vendors.
- Recruiting:
- Provide administrative support to the recruiting team, including managing the ATS, sourcing, LinkedIn outreach, email outreach, appointment setting, and interviewing candidates.
- Coordinate communication between candidates and the designated recruiter.
- Financial Support:
- Manage invoicing, accounts receivable collections, and general bookkeeping tasks.
- Post financial transactions to accounting software and conduct monthly reconciliations for bank and credit card accounts.
- Assist with budgeting, financial reviews, and preparation of confidential financial documents.
- Technical Support:
- Utilize tools like Excel to organize data, create charts, and generate reports.
- Manage and organize digital files and documents using Microsoft Office 365 or Google Workspace and ATS.
- Support project management efforts by tracking progress and communicating updates.
- Manage and organize digital files and documents using Microsoft Office 365 or Google Workspace and ATS.
- Utilize tools like Excel to organize data, create charts, and generate reports.
- Post financial transactions to accounting software and conduct monthly reconciliations for bank and credit card accounts.
- Manage invoicing, accounts receivable collections, and general bookkeeping tasks.
- Provide administrative support to the recruiting team, including managing the ATS, sourcing, LinkedIn outreach, email outreach, appointment setting, and interviewing candidates.
- Assist in implementing new sales programs, procedures, and systems.
- Provide administrative support to the sales team, including managing CRM systems, tracking sales processes, outbound calls, and assisting with client communications.
- Coordinate and manage calendars, schedules, and appointments across different time zones.
- Organize and maintain written and digital records, including data entry and document management.
Required Skills and Qualifications:
- Experience: 1-3 years of experience in an administrative, virtual assistant, recruiting, or bookkeeping role.
- Technical Skills: Proficiency in QuickBooks, Microsoft Office 365/Google Workspace. Familiarity with CRM platforms, Slack, ATS, and Zoom.
- Communication: Excellent command of English, both written and verbal.
- Organization: Strong organizational skills with the ability to manage multiple tasks and deadlines efficiently.
- Problem-Solving: Independent problem solver with innovative solutions.
- Professionalism: Strong work ethic, attention to detail, and the ability to work independently.
- Adaptability: Flexible to work across different time zones and able to adjust to evolving business needs.
- Professionalism: Strong work ethic, attention to detail, and the ability to work independently.
- Problem-Solving: Independent problem solver with innovative solutions.
- Organization: Strong organizational skills with the ability to manage multiple tasks and deadlines efficiently.
- Communication: Excellent command of English, both written and verbal.
- Technical Skills: Proficiency in QuickBooks, Microsoft Office 365/Google Workspace. Familiarity with CRM platforms, Slack, ATS, and Zoom.
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