Role Overview

The Virtual Assistant (VA) is responsible for keeping daily operations organized, on track, and data-driven. This role supports scheduling, inbox management, reporting, and administrative workflows to ensure leadership and consultants can operate efficiently and focus on high-value activities.

This is a detail-oriented, execution-heavy role that requires strong organization, proactive communication, and comfort working with data.

Schedule: M-F 8 am - 5 pm US Pacific Time with a 1 hr lunch.

Independent Contractor Perks
HMO Coverage for eligible locations
Permanent work from home
Immediate hiring
Steady freelance job   

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Full Scope: Day-to-Day Responsibilities

1. Scheduling & Calendar Management

• Manage and optimize calendars for leadership and/or consultants
• Schedule client calls, internal meetings, and recurring appointments
• Coordinate across multiple time zones and stakeholders
• Prevent scheduling conflicts and ensure appropriate buffer times
• Reschedule and adjust calendars as priorities shift
• Prepare daily/weekly calendar overviews for team members

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2. Email & Communication Management

• Monitor and manage inboxes (flag, prioritize, respond where appropriate)
• Draft, edit, and send professional client and internal communications
• Organize inboxes using folders, labels, and rules
• Ensure timely responses and follow-ups
• Identify urgent vs. non-urgent items and escalate when needed

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3. Data Tracking & Reporting

• Maintain and update tracking systems (Google Sheets, Excel, ClickUp, CRM)
• Input and organize data accurately and consistently
• Build and update dashboards for key metrics (KPIs, client progress, etc.)
• Track deadlines, deliverables, and performance indicators
• Identify gaps or inconsistencies in data

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4. Data Analysis & Insights

• Analyze data trends and summarize findings for leadership
• Compare performance against goals (weekly, monthly, quarterly)
• Provide simple, actionable insights (not just raw data)
• Assist in forecasting or identifying areas for improvement
• Support reporting for client updates or internal meetings

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5. Administrative & Operational Support

• Maintain systems like ClickUp, CRM (e.g., HubSpot), and shared drives
• Create and manage SOPs, templates, and documentation
• Assist with project coordination and task follow-up
• Ensure tasks are completed, updated, and properly documented
• Support onboarding/offboarding processes as needed

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Skill Requirements

Technical Skills (Required)

• Google Workspace / Microsoft Office
  • Advanced Google Sheets or Excel
    • VLOOKUP / XLOOKUP
    • Pivot Tables
    • IF / SUMIF / COUNTIF
    • Basic data cleaning and formatting
• Calendar Management Tools
  • Google Calendar or Outlook (high proficiency)
• Project Management Tools
  • ClickUp (preferred) or similar
• CRM Systems
  • HubSpot or equivalent (basic proficiency)

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Data & Analysis Skills

• Ability to interpret data and identify trends
• Comfortable working with KPIs and performance metrics
• Can translate numbers into clear, simple summaries
• Strong attention to detail and accuracy

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Communication Skills

• Strong written communication (professional, concise, clear)
• Ability to draft emails on behalf of leadership
• Confident in prioritizing and responding appropriately

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Organizational & Execution Skills

• Exceptional time management and task prioritization
• Ability to manage multiple workflows simultaneously
• Proactive problem-solving (doesn’t wait to be told what’s broken)
• High level of accountability and follow-through

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Preferred (Nice-to-Have) Skills

• Basic automation knowledge (Zapier, workflows, integrations)
• Experience in a consulting, dental, or healthcare environment
• Familiarity with KPI dashboards and reporting cadence
• Experience supporting multiple team members or executives

Side Note: Since this is a permanent work-from-home position and the arrangement is that of an “Independent Contractor,” the selected candidates must have their own computer and internet connection. They will handle their own benefits and taxes. The professional fees are on hourly rates and the rate depends on your performance in the application process.

Reminder
Apply directly to the link provided; you will be redirected to BruntWork’s Career Site. You must apply using the said link to complete the initial requirements, which includes pre-screening assessment questions, technical check of your computer, and voice recording.
APPLICATIONS WITH COMPLETE REQUIREMENTS WILL BE PRIORITIZED.