Virtual Assistant

Role Overview

As a Virtual Assistant, you will help a distributed team stay organized by managing day-to-day administration and coordinating operational details that keep work moving. Your support will range from calendars and records to purchasing, logistics, and employee onboarding, with particular ownership of the company’s gifting process.

Key Responsibilities

• Coordinate schedules, conduct research, prepare and organize documents, and handle routine administrative requests.
• Keep internal trackers, operational records, and relevant data accurate and up to date.
• Arrange purchasing and liaise with vendors on orders, shipping, expenses, and reimbursements.
• Assist with onboarding activities, team logistics, and other operational needs as they arise.
• Manage gifting from start to finish, including researching options, placing orders, arranging personalization, and following shipments through delivery.
• Maintain gifting budgets, recipient information, order details, and vendor records.
• Anticipate upcoming requirements, follow through on open tasks, and communicate progress to colleagues.
• Help remote and internal teams coordinate smoothly by sharing clear, timely updates.

Requirements & Qualifications

• At least 3 years of experience in administrative support, operations, or a closely related role.
• Strong organization and attention to detail, with the ability to manage multiple tasks and maintain reliable records.
• Clear written and verbal communication, sound judgment, and discretion when handling sensitive information.
• Demonstrated ownership and dependability, including the ability to work independently in a remote, fast-moving environment.
• Research and problem-solving skills, especially when coordinating vendors, purchases, or logistics.
• Working familiarity with Google Workspace, Slack, and project management tools.
• Comfort using AI tools to streamline tasks or support workflow automation.
• Experience in a startup, technology company, or distributed team is preferred; background in gifting operations, vendor management, purchasing, or logistics is an advantage.