Virtual Administrative Assistant; AZ​/CO​/CA

The Virtual Administrative Assistant is responsible for coordinating, organizing and otherwise supporting Efficient Aide clients in service directly under the Account Manager in administrative, clerical or other office activities. The Virtual Administrative Assistant provides personalized service to clients based on needs, ensures consistency with Efficient Aide services and practices, and dedicates time to professional development along with other Efficient Aide team members.

Description

• Serves as the primary execution support for the assigned Account Manager, completing tasks and administrative work for client accounts, while the Account Manager retains ownership of deliverables, client engagement, and client satisfaction.
• Processes client requests for assigned client areas, including but not limited to assisting with general office and clerical tasks and other activities.
• Complies with the hours and tasks assigned for each client and tracks time accordingly.
• Coordinates client travel including registering for conferences, booking hotels, plane travel and car rentals, as needed.
• Maintains client calendar and keeps an updated client contact list. Schedules meetings as needed and ensures the client is abreast of schedule.
• Performs billing for clients using applicable software as needed.
• Performs market research as needed and provides reports to clients, including preparing customer spreadsheets, reports and maintains other online records.
• Updates CRM to ensure timely information regarding pod member conversations, desired hours and other pertinent information.
• Maintains regular contact with Client’s account including checking emails three times a day and replies within 24-hour deadline.
• Learns new functions to support clients in communications and technology. Seeks support from Account Manager when needed.
• Alerts Account Manager if there is a service issue to resolve it as quickly and efficiently as possible.
• Attends weekly huddle with Account Manager and other assigned Virtual Administrative Assistant(s) and participates in quarterly “All Hands Meeting.”
• Engages in a once-a-quarter “Quarterly Conversation” meeting with Pod Leader to ensure continuous improvement in skills and client satisfaction.
• Other duties as assigned.

• High school diploma or equivalent; at least 2+ years of office experience/performing
• Familiarity with and access to current technologies, like desktop sharing, cloud services, internet and computer.
• Proficiency in word-processing software and spreadsheets (e.g. MS Office).
• Commitment to Efficient Aide’s service standards and core values, including 24-hour response times.
• Knowledge of online calendars and scheduling software (e.g. Google Calendar).
• Excellent phone, email and instant messaging communication skills.
• Solid time management and organizational skills.
• Ability to structure communication with C-suite professionals, business owners and individuals at all levels of an organization.
• Ability to efficiently self-manage multiple tasks in a fast-paced environment.

Must be able to sit for long periods of time, use phone, computer technologies, connect to meetings with video. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Paid Vacation
• Paid Sick Time
• Paid Holidays
• Paid Leave Programs

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Functions and tasks will vary based on the client’s needs and contract.