Virtual Admin Assistant

Role Description

LTD Scale is seeking a detail-oriented and highly organized Administrative Assistant to support the daily operations of a growing professional services company. This role is ideal for someone who enjoys creating structure, managing multiple administrative functions, and providing exceptional support to both clients and leadership.

As a key member of the team, you'll help keep operations running smoothly through:

• Communication management
• Invoicing
• Project coordination
• Recordkeeping
• Administrative support

Schedule:

• Monday through Friday
• 9:00 AM – 12:00 PM Pacific Time (PT)
• 15 hours per week

Key Responsibilities:

• Answer incoming phone calls professionally and courteously
• Monitor and respond to company email inquiries
• Create, organize, and manage tasks and projects within Monday.com
• Draft client quotes, proposals, and related documentation
• Prepare contracts and client-facing documents
• Process online purchases and purchasing requests as needed
• Track employee and contractor hours
• Generate and send client invoices through QuickBooks Online
• Maintain spreadsheets, reports, and administrative records using Excel and Google Sheets
• Organize digital files and company documentation
• Assist with various operational and administrative projects
• Provide day-to-day administrative support to leadership

Qualifications

• Previous experience as an Administrative Assistant, Executive Assistant, Office Coordinator, or similar role
• Experience using Monday.com (required)
• Proficiency in Microsoft Excel and/or Google Sheets
• Experience with QuickBooks Online or similar invoicing software
• Excellent verbal and written communication skills
• Strong organizational and time-management abilities
• Professional phone etiquette and customer service skills
• High attention to detail and accuracy
• Ability to work independently in a remote environment
• Reliable internet connection and dedicated workspace

Requirements

• Experience supporting marketing, creative, advertising, or professional services businesses (preferred)
• Experience preparing contracts, proposals, and client-facing documentation (preferred)
• Familiarity with CRM systems and project management platforms (preferred)

Benefits

• Competitive compensation based on experience
• Paid sick leave
• Retirement plan with company matching contribution available
• Fully remote work environment
• Growth opportunities as the company expands
• Collaborative and supportive team culture

Company Description

If you're a self-starter who enjoys keeping operations organized and helping businesses run efficiently, we'd love to hear from you.