Virtual Assistant Team Leader - Independent Contractor

Job description:

Team Leader of Virtual Assistant Team (Independent Contractor)
Ideal candidate - American expat

** Must send resume in English*
* Full-time position.
Pay is $8-$10 per hour paid in USD.

Overview:
The Team Leader of our Virtual Assistant Team is a critical, detail-driven role responsible for both managing relationships with our independent contractor virtual assistants and ensuring the accurate execution of ongoing administrative and operational tasks that support those relationships. This position plays a key role in Virtual Assistant retention by combining strong interpersonal skills with disciplined documentation, organization, and follow-through. Success in this role requires the ability to build trust, actively listen, and proactively resolve issues—while simultaneously maintaining precise records, managing time tracking, and supporting internal systems and processes that keep the business running smoothly.

Key Responsibilities:

Relationship Management
Conduct weekly check-in meetings with each assigned Virtual Assistant while accurately documenting discussions, action items, and follow-ups in real time.
Build and maintain professional, trust-based relationships with Virtual Assistants while encouraging open, honest dialogue.
Accurately document meeting notes, action items, and follow-ups in real time.
Keep Virtual Assistants accountable for meetings, calls, time submission, and other requests or requirements through clear tracking and follow-up.
Identify, document, and escalate potential issues or concerns to the leadership team with appropriate context and supporting notes.
Create a supportive and open communication environment with VAs, clients, and management.
Detect subtle communication cues and potential challenges, log observations, and alert management when appropriate.

Administrative
Manage the full onboarding process for new Virtual Assistants, ensuring all documentation, checklists, and meetings are completed accurately and on time.
Manage the full onboarding process for new clients, ensuring all documentation, meetings, and follow-ups are completed accurately and on time.
Organize, maintain, and manage shared drives and digital files, ensuring proper document categorization, version control, and audit-ready internal documentation.
Perform basic website updates such as posting content or minor edits.
Reformat documents to ensure clarity, consistency, and professional presentation.
Compile reports, summaries, and data tracking related to VA performance, feedback, and engagement.
Maintain accurate and organized records of meetings, feedback, action items, and resolutions.
Oversee timesheet management, including tracking submissions, following up on missing or incorrect entries, and inputting approved hours into systems for payment processing

Qualifications:

Bachelor's degree
Minimum 3 years of experience in HR, counseling, or relationship management
Proven ability to build quick trust and extract meaningful information
Exceptional English verbal and written communication skills
Advanced typing speed (minimum 70 WPM with high accuracy)
Proven ability to multitask (conversing while documenting)

Technical Requirements:
Fully remote position
High-speed, stable internet connection
Professional-grade webcam
High-quality speakerphone or headset
Modern computer with reliable performance
Proficiency with video conferencing tools and spreadsheet software

Personal Attributes:
Empathetic and active listener
Ability to create a non-threatening, supportive conversation environment
Quick thinking and adaptable communication style
Patient and persistent in building relationships
Skilled at drawing out information from reserved individuals

Note:

This is an independent contractor position. Candidates must provide their own equipment and manage their own taxes and benefits.