Virtual Assistant, Entry level

About the Role

Torentify is seeking an entry-level Virtual Assistant to support the CEO and executive leadership team. This role involves scheduling, meeting coordination, travel logistics, and administrative projects. Reporting directly to the CEO, the Virtual Assistant will handle sensitive information, coordinate with company leadership, a private equity group, and external customers. The ideal candidate can manage competing priorities, maintain clear follow-ups, and work independently with minimal direction.

Key Responsibilities

• Schedule meetings and maintain agendas for Board, executive, and department leadership meetings.
• Capture key meeting notes and distribute follow-up actions.
• Assist the CEO with calendar management and travel arrangements.
• Support the C-suite with ad hoc projects and administrative tasks.
• Prioritize inquiries and requests, troubleshoot scheduling conflicts, and recommend solutions.
• Source and interview potential external partners, including speakers and trainers.
• Keep information, tasks, meeting notes, and follow-ups organized.
• Maintain confidentiality when handling sensitive company and executive information.

Requirements & Tech Stack

• At least four years of administrative experience reporting directly to senior management.
• Working knowledge of Microsoft Office applications.
• Familiarity with Asana or the ability to learn a new project management tool.
• Familiarity with Slack or the ability to learn a new communication platform.

Qualifications

• Excellent written and verbal communication skills.
• Strong time-management skills and the ability to organize and coordinate multiple projects simultaneously.
• Ability to adapt to changing priorities, work collaboratively, and take on tasks as needed.
• Strong discretion and the ability to maintain company confidentiality.
• Ability to anticipate needs, solve problems, and communicate professionally.

Preferred Qualifications and Skills

• 1–2 years of experience managing virtual Executive Assistant responsibilities.
• Ability to organize information, tasks, and follow-ups effectively.
• Strong problem-solving skills and flexibility when addressing challenges.
• Ability to work independently and execute projects with minimal direction.

Work Arrangement and Location

• Remote position.
• Option to work from the office in Brooklyn, New York.
• Attendance at mandatory quarterly in-person company meetings at the New York City headquarters is required.
• Travel costs for mandatory quarterly meetings are covered by the company.
• Employees must be fully vaccinated against COVID-19. Proof of vaccination will be requested.