Client Operations & Administrative Virtual Assistant

Job not on LinkedIn

🔥 0 minutes ago

🇺🇸 United States – Remote

⏱ Part Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 25%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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20four7VA

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2010

💼 Consulting

📦 Logistics

📣 Marketing

Consulting • Logistics • Marketing

20four7VA is a dedicated virtual assistant services company that provides customizable remote staffing solutions for businesses of all sizes. They offer a wide range of virtual assistant services, including administrative, business support, marketing, and technical assistance, helping clients to achieve efficiency and reduce overhead costs. With a robust team of skilled VAs, 20four7VA ensures that clients can focus on growing their business while their various needs are met by qualified professionals.

📋 Description

• Monitor and assist with client email communications • Respond to routine questions using client-provided information and templates • Follow up on outstanding information and documentation • Maintain professional, timely written communication • Escalate technical or specialized HR-related questions to the client • Track open client requests and next steps • Prepare and organize invoice documentation • Send invoices and payment-related information as directed • Track invoice and payment status • Maintain invoice information in Google Sheets or other client systems • Follow up on outstanding administrative items • Maintain organized client and business records • Track client matters through established workflows • Ensure required steps and follow-ups are completed • Update HubSpot records and client information • Maintain task and project trackers • Flag overdue or stalled items • Document recurring workflows and SOPs • Support general process improvements • Review and format client-facing documents • Proofread written materials for grammar, consistency, and accuracy • Assist with document revisions based on client direction • Maintain organized versions and supporting documentation • Ensure completed materials meet established formatting standards • Provide task-specific business support services under an independent contractor agreement • Help improve business efficiency, enhance service delivery, and support operational functions

🎯 Requirements

• Previous administrative, executive assistant, customer service, or operations experience required • Senior-level experience preferred, with ability to work independently and take ownership of assigned processes • Strong judgment, initiative, and problem-solving skills • Ability to learn processes quickly and manage responsibilities with minimal supervision once trained • Customer service experience highly preferred • Excellent written English required • Client email communication experience strongly preferred • Project coordination or project-management experience preferred • Strong document-review and proofreading skills • HubSpot or similar CRM experience preferred • Excel / Google Sheets experience required • HR, immigration-support, legal-services, or professional-services experience is a plus • HR knowledge or experience strongly preferred • Copywriting/marketing experience is a plus but not required • Highly organized and detail-oriented • Strong customer-service mindset • Comfortable communicating professionally by email • Able to manage multiple client matters and follow-ups • Strong executive-assistant or administrative background • Process-oriented with good project-management habits • Able to work independently after initial direction • Careful when reviewing detailed client documentation • Knowledge of HubSpot, Microsoft Outlook, Google Sheets, Microsoft Excel, Microsoft Office / Google Workspace • Excellent communication and written English required • Must be available for 10 contracted hours per week, Monday through Friday, with working time to be determined in EST

🏖️ Benefits

• Competitive rates • Weekly payments • Various open roles are available • Free training and upskilling • Constant support and guidance • A vibrant community always ready to support you