What are the responsibilities and job description for the Remote Administrative Virtual Assistant position at Kalida Manufacturing Inc.?
We’re looking for a proactive, detail-oriented Virtual Administrative Assistant to support our team’s daily operations from a remote location. You’ll play a key role in keeping workflows running smoothly by managing schedules, coordinating communications, and handling a variety of administrative tasks. This is an ideal role for someone who thrives in a fast-paced, virtual environment and enjoys being the organizational backbone of a busy team.
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Key Responsibilities
• Calendar & Email Management:
• Organize and maintain executives’ calendars (meetings, calls, deadlines).
• Monitor and triage incoming emails, draft responses, and flag urgent items.
• Meeting Coordination:
• Schedule and confirm virtual meetings (Zoom, Teams, Google Meet).
• Prepare and distribute agendas, take concise meeting notes, and track follow-up items.
• Document Preparation & Filing:
• Create, format, and proofread reports, presentations, and spreadsheets.
• Maintain organized digital filing systems (Google Drive, SharePoint, Dropbox).
• Travel & Expense Support:
• Research and book travel itineraries, accommodations, and ground transportation.
• Assist with expense report preparation and submission.
• Data Entry & Record Keeping:
• Input and update contact lists, CRM entries, and project databases accurately.
• Generate regular reports on key metrics (e.g., project status, budget tracking).
• Client & Vendor Liaison:
• Serve as a point of contact for external partners, vendors, and clients via email and phone.
• Process invoices, purchase orders, and vendor contracts as needed.
• Ad Hoc Projects:
• Assist with special initiatives, such as event planning, internal communications, or process documentation.
• Research best practices, tools, and software to improve team efficiency.
• Calendar & Email Management:
• Organize and maintain executives’ calendars (meetings, calls, deadlines).
• Monitor and triage incoming emails, draft responses, and flag urgent items.
• Meeting Coordination:
• Schedule and confirm virtual meetings (Zoom, Teams, Google Meet).
• Prepare and distribute agendas, take concise meeting notes, and track follow-up items.
• Document Preparation & Filing:
• Create, format, and proofread reports, presentations, and spreadsheets.
• Maintain organized digital filing systems (Google Drive, SharePoint, Dropbox).
• Travel & Expense Support:
• Research and book travel itineraries, accommodations, and ground transportation.
• Assist with expense report preparation and submission.
• Data Entry & Record Keeping:
• Input and update contact lists, CRM entries, and project databases accurately.
• Generate regular reports on key metrics (e.g., project status, budget tracking).
• Client & Vendor Liaison:
• Serve as a point of contact for external partners, vendors, and clients via email and phone.
• Process invoices, purchase orders, and vendor contracts as needed.
• Ad Hoc Projects:
• Assist with special initiatives, such as event planning, internal communications, or process documentation.
• Research best practices, tools, and software to improve team efficiency.
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Required Qualifications
• Experience: 2 years in an administrative, executive assistant, or virtual support role.
• Technical Skills: Proficiency with Microsoft Office (Word, Excel, PowerPoint) or Google Workspace; familiarity with scheduling tools (Calendly, Doodle) and video-conferencing platforms.
• Communication: Excellent written and verbal English skills; ability to craft clear, professional emails and documents.
• Time Management: Strong organizational skills with the ability to prioritize tasks and meet deadlines independently.
• Remote Work Setup: Reliable high-speed internet connection, quiet home office environment, and appropriate hardware (computer, headset).
• Experience: 2 years in an administrative, executive assistant, or virtual support role.
• Technical Skills: Proficiency with Microsoft Office (Word, Excel, PowerPoint) or Google Workspace; familiarity with scheduling tools (Calendly, Doodle) and video-conferencing platforms.
• Communication: Excellent written and verbal English skills; ability to craft clear, professional emails and documents.
• Time Management: Strong organizational skills with the ability to prioritize tasks and meet deadlines independently.
• Remote Work Setup: Reliable high-speed internet connection, quiet home office environment, and appropriate hardware (computer, headset).
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Preferred Skills & Attributes
• Experience with project-management tools (Asana, Trello, Monday.com).
• Basic bookkeeping or invoicing knowledge (QuickBooks, Xero).
• Familiarity with CRM platforms (Salesforce, HubSpot).
• Self-starter mentality with a continuous-improvement mindset.
• Discretion and the ability to handle confidential information.
• Experience with project-management tools (Asana, Trello, Monday.com).
• Basic bookkeeping or invoicing knowledge (QuickBooks, Xero).
• Familiarity with CRM platforms (Salesforce, HubSpot).
• Self-starter mentality with a continuous-improvement mindset.
• Discretion and the ability to handle confidential information.
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Compensation & Benefits
• Benefits: Flexible scheduling, paid time off, remote-work stipend, professional development allowance, and performance bonuses.
• Benefits: Flexible scheduling, paid time off, remote-work stipend, professional development allowance, and performance bonuses.
