Schedule: Monday to Friday, 10:00 AM – 2:00 PM EST (20 hours per week)

About the Role

We are seeking a highly organized and detail-oriented Virtual Administrative Assistant to support day-to-day administrative and operational activities across multiple government contracts. This role is ideal for someone who enjoys structured, process-driven work and can independently manage tasks while ensuring projects continue moving forward.

The successful candidate will play a key role in keeping customer applications and operational workflows organized, maintaining accurate records, and providing administrative support to the team. As the role develops, there will be opportunities to assist with operational research and basic marketing initiatives.

Key Responsibilities

• Follow up with applicants and customers via email and text regarding application status and required documentation.
• Send templated communications and request missing information as needed.
• Monitor and manage customer applications and cases to ensure they continue progressing through the workflow.
• Maintain tracking spreadsheets, status reports, and operational dashboards.
• Enter, update, and maintain accurate information within Salesforce, KLAS, and other internal systems.
• Create reports and summaries that provide visibility into open customer cases, project status, and next steps.
• Assist with invoice summaries and identify items requiring clarification or review.
• Provide general administrative support for daily operations.
• Conduct research on government contract opportunities and prepare high-level summaries (as assigned).
• Assist with basic marketing tasks, including LinkedIn posts, website content updates, and outreach activities.
• Maintain strict confidentiality when handling sensitive personal and customer information (PII).
• Utilize AI tools, such as ChatGPT, to improve efficiency and streamline administrative processes.

Qualifications

• At least 2–3 years of experience in an Administrative Assistant, Executive Assistant, Virtual Assistant, or Operations Support role.
• Excellent written English communication skills.
• Strong organizational skills with exceptional attention to detail.
• Experience supporting structured administrative workflows and managing multiple tasks independently.
• Proficiency in Microsoft Excel, Google Sheets, and Microsoft Office or Google Workspace.
• Experience using CRM platforms, preferably Salesforce.
• Ability to quickly learn new software and business systems.
• Comfortable working with templates, checklists, and standardized processes.
• Experience preparing reports, maintaining tracking logs, and updating databases.
• Strong problem-solving skills and a proactive approach to completing assigned tasks.
• High level of professionalism and discretion when handling confidential and personally identifiable information (PII).
• Comfortable using AI tools (e.g., ChatGPT) to improve productivity and workflow efficiency.

Preferred Qualifications

• Experience working with government contracts, compliance, or regulated industries.
• Familiarity with KLAS or similar operational systems.
• Experience conducting online research and preparing summary reports.
• Basic knowledge of social media management, LinkedIn content creation, or website updates.
• Experience supporting remote teams using Microsoft Teams, Zoom, or similar collaboration tools.

Ideal Candidate

The ideal candidate is highly organized, proactive, and dependable, with excellent written communication skills and a strong ability to follow structured processes. They enjoy keeping projects organized, ensuring tasks are completed on time, and continuously looking for ways to improve efficiency. They are comfortable working independently while collaborating effectively with a remote team and maintaining the highest level of confidentiality.