Virtual Assistant Associate

Talentoma

About the Role

A fully remote, entry-level position requiring a 40-hour weekly commitment, based in Pennsylvania, United States. The Virtual Assistant Associate provides dependable desk-based support to ensure daily administrative work progresses accurately and colleagues remain informed. This role sits within an administrative support team, working under an administrative team lead, and partnering with managers, team members, outside contacts, and service providers.

Key Responsibilities

• Receive and confirm administrative requests via shared email inboxes, task queues, meeting requests, and phone messages.
• Review incoming information for completeness, identify missing details, and request clarification.
• Create, organize, and update task entries in a project management tool (e.g., ClickUp) to display request status, owners, deadlines, and next steps.
• Coordinate meeting invitations, availability checks, reminders, and rescheduling using a scheduling and calendar tool (e.g., Doodle).
• Prepare meeting outlines, routine correspondence, reference materials, and concise notes.
• Maintain organized digital folders and locate requested materials using a file storage platform (e.g., Dropbox).
• Update trackers, contact lists, and routine administrative logs using a spreadsheets and data entry tool (e.g., Airtable).
• Monitor open tasks, send timely status updates, and follow up with assigned owners.
• Escalate urgent, unclear, or delayed requests to the administrative team lead with a summary of the issue, actions taken, and recommended next steps.
• Close completed requests by confirming delivery, adding notes in a workspace tool (e.g., Notion), and notifying relevant contacts.
• Meet quality expectations for task details, turnaround time, notes, materials, and follow-up.

Qualifications

• High school diploma or equivalent.
• No experience required; related administrative, coordination, or office support experience preferred.
• Familiarity with routine administrative workflows, meeting support, correspondence preparation, and task tracking preferred.
• Ability to review requests carefully, organize details, and maintain clear status updates across multiple routine assignments.
• Comfortable using a project management tool (e.g., ClickUp), a scheduling and calendar tool (e.g., Doodle), and a workspace tool (e.g., Notion).
• Ability to maintain trackers and organized folders with a spreadsheets and data entry tool (e.g., Airtable) and a file storage platform (e.g., Dropbox).
• Strong written and verbal communication skills.
• Reliable computer, high-speed internet, and quiet private workspace.
• Availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Perks & Benefits

• Fully remote work from a home-based desk environment.
• Structured onboarding and training on ClickUp, Doodle, Notion, Airtable, and Dropbox.
• Regular check-ins with the administrative team lead.
• Opportunities to build skills in task coordination, meeting support, written correspondence, digital organization, and status tracking.
• Health coverage, paid leave, maternity leave, bonus opportunities, and stipends.