Extenteam is currently looking for a Virtual Administrative Assistant to join our growing organization and undertake the following tasks:
JOB OVERVIEW:
We are seeking a proactive and organized Virtual Administrative Assistant to provide remote administrative support to our team. As a Virtual Administrative Assistant, you will play a crucial role in
assisting with various administrative tasks, managing calendars, coordinating meetings, and handling communication with clients and stakeholders. The ideal candidate will be tech-savvy, detail-oriented, and capable of multitasking in a virtual work environment.
Key Responsibilities:
Calendar Management:
- Schedule and coordinate appointments, meetings, and events for team members.
- Manage calendars and assist with prioritizing commitments and deadlines.
Email and Communication Management:
- Monitor and respond to emails, prioritizing messages and handling correspondence on behalf of team members.
- Maintain organized email folders and flag urgent messages for attention.
Document and File Management:
- Create, edit, and format documents, presentations, and spreadsheets as needed.
- Organize and maintain digital files, ensuring documents are easily accessible and up to date.
Meeting Coordination:
- Coordinate virtual meetings, including sending invites, scheduling conference calls, and setting up video conferencing software.
- Prepare meeting agendas, take minutes, and distribute meeting materials as required.
Client and Stakeholder Support:
- Serve as a point of contact for clients and stakeholders, answering inquiries and providing assistance as needed.
- Maintain positive relationships with clients and external partners through timely and professional communication.
Travel Arrangements:
- Assist with making travel arrangements, including booking flights, accommodations, and
transportation for team members.
- Prepare travel itineraries and ensure all necessary documentation is in order.
Data Entry and Record-Keeping:
- Perform data entry tasks, updating databases, spreadsheets, and CRM systems with accurate information.
- Maintain records of expenses, invoices, and receipts for expense reporting and reimbursement purposes.
Administrative Support:
- Provide general administrative support to the team, including managing expense reports, processing invoices, and ordering office supplies.
- Assist with special projects and other tasks as assigned by management.
Foundational Requirements:
- Proven experience as an administrative assistant, virtual assistant, or similar role.
- Excellent written and verbal English skills. No exceptions. This position will be communicating via phone, text, and email.
- Proficiency with spreadsheet, word processing, CRM, and virtual communication tools (Zoom, Microsoft Teams, etc).
- Strong organizational and multitasking abilities.
- Ability to work independently in a remote work environment.
- Attention to detail and commitment to providing exceptional service.
- Critical thinker.
- Ability to learn new software easily and efficiently.
TECHNICAL REQUIREMENTS:
- Internet speed minimum 30mbps
- i5 8th Gen or higher
- Windows 10 / MacOS Catalina or higher
- Minimum of 8 GB RAM
- Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background)
- Back-ups in case of power or internet provider interruptions
- Good headset and webcam (preferably noise-canceling headset)
WHO WE ARE:
EXTENTEAM is the #1 trusted outsourcer for property management professionals operating short-term rentals, vacation homes, multifamily communities, and boutique hotel properties.
WHAT WE DO:
We support over a hundred different property management brands throughout the United States. Our virtual team members work exclusively to supercharge guest services, reservations, marketing, bookkeeping, IT support, and other core business functions.
OUR CORE VALUES:
- OWN YOUR STUFF: We Own Our Stuff.
- MISSION ACCOMPLISHED: We Work Smart & Get Stuff Done.
- OWN YOUR STUFF: We Own Our Stuff.
- WALK THE TALK: We Do What We Say We'll do.
- INTO THE WILD: We are Explorers.
- WORD AS BOND: Just Say It.
- ABOVE AND BEYOND: We Live Extenteam.
WHAT WE OFFER:
We offer our team members targeted development opportunities both on a professional and personal level. We also offer:
- Competitive Salary
- Holiday Reward equivalent to 13th-month pay
- HMO
- Life Event Bonuses
- Preventive Mental Health Benefit