Administrative Assistant/Virtual Assistant

Role Description

This isn't a "schedule a few meetings and call it a day" kind of admin role. We need a sharp, organized, get-it-done right-hand person who can support both of our founders across business and personal tasks, serve as the first voice and face our clients encounter, and jump in wherever the work is. One day you're coordinating a client onboarding. The next you're handling a personal errand for a founder, answering the phone, chasing down a document, and updating a workflow, all before lunch.

What You'll Do:

• Be the right hand to the CEO/CFO - handle scheduling, appointments, organization and coordination without missing a beat
• Answer and route calls professionally - you are often the first impression. Warm, professional, and on-brand every time
• Greet and support clients - own the client experience across email and phone and assist with client work such as onboarding coordination, document collection, follow ups, status tracking, etc.
• Manage calendars, inboxes, and scheduling - make sure nothing slips
• Support HR and VA workflows - draft emails, create spreadsheets, research, organize data, etc.
• Keep operations running - data entry, document organization, process tracking, workflow execution; the unsexy stuff that makes everything else work
• Support sales and client communications - follow up on leads, help track proposals, and make sure nothing falls through the cracks between first touch and signed contract
• Work independently - we're not going to manage you hour by hour. We need someone who manages themselves and communicates proactively

Qualifications

• 2+ years of administrative, executive assistant, virtual assistant, or client support experience - ideally supporting multiple people or clients simultaneously
• Comfort operating across HR, Sales, Operations & Admin - not an expert in all, but not scared of any
• Strong software fluency: Microsoft 365, Google Workspace, Slack, Hive - and a track record of picking up new tools quickly
• Professional phone presence - you sound great, you're warm, and you handle tricky callers without losing your cool
• Polished written communication - emails that are clear, professional, and human
• Relentless organization and follow through - if it's on the list, it gets done; if it's not on the list and it needs to be, you add it
• High discretion and confidentiality - you'll be in the middle of business financials, HR matters and personal details, discretion must be second nature
• At least 1 year of remote work experience with a real office setup to show for it
• A modern computer, 50Mbps+ internet, webcam

Bonus Points For

• Prior experience in consulting, HR, bookkeeping, or professional services environments
• Familiarity with CRMs, E-signature platforms, applicant tracking systems or workflow automation tools
• Comfort with light client onboarding, document collection and process coordination
• Experience as an administrative or personal assistant supporting executives

The Hiring Process

• Application Review: We screen your resume and application answers for core fit. Be real! Generic answers get noticed (not in a good way).
• Video Snapshot: If we like what we see, you'll get a link to record short video answers to a few prompts. This is where we see who you actually are, not just what your resume says.
• Live Interview with Jude & Melissa: A real conversation. We'll talk culture, fit, how you think, and all the fun stuff.

A Few Fine Print Items

• Side hustles are totally fine, as long as they don't compete with ours. We're an equal-opportunity employer and contractor partner, and accommodations are available. This role is 100% remote.
• Dual-role potential: If you also have solid bookkeeping chops (QBO/Xero, full-cycle close), we want to know, there is a full-time W2 combo opportunity for the right person. Peek at our Bookkeeper posting if that's you!