Virtual Assistant Specialist

Job Title: Virtual Assistant Specialist

Monthly Pay: $3,721 - $5,558 USD per month

Summary:

Accurate scheduling, clear updates, and complete task notes are the standards that define good work in this role. The Virtual Assistant Specialist handles focused administrative tasks that help colleagues stay organized and keep routine requests moving. This position sits within the administrative support team and works under an administrative team lead. The specialist works with managers, internal colleagues, and external meeting contacts to coordinate practical details and resolve missing information. This is a fully remote, work from home position based in Pennsylvania, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Review incoming requests through a shared email inbox and assigned task queue, identifying the requested outcome, priority, responsible colleague, and expected completion time.
• Check each request for clear instructions, supporting information, and conflicting deadlines before starting work; ask the requester focused questions when details are missing.
• Coordinate meeting availability using a scheduling and calendar tool such as Google Calendar, checking participant availability, invitation details, and changes before sending updates.
• Prepare agendas using a word processor such as Google Docs and assemble supplied meeting slides using a presentation tool such as Microsoft PowerPoint, checking names, dates, and formatting.
• Maintain assigned task boards using a project management tool such as Asana, recording ownership, due dates, progress, and outstanding questions for shared visibility.
• Organize routine inbox correspondence, route requests to the appropriate colleague, and prepare factual replies based on approved instructions rather than making commitments independently.
• Research travel options and prepare proposed itineraries for review, checking meeting locations, journey times, and stated preferences without purchasing or approving arrangements.
• Capture meeting action items and circulate concise summaries, confirming who owns each next step and recording agreed deadlines in the task board.
• Follow up when responses or approvals are overdue, and escalate conflicting priorities, unclear instructions, or delays to the administrative team lead before deadlines are missed.
• Check completed work against accuracy, turnaround, complete notes, and follow-up standards; update the requester and close tasks only after required details are confirmed.

Qualifications:

• High school diploma or equivalent.
• About 1-2 years of virtual assistance, office administration, or related administrative support experience preferred.
• Familiarity with meeting preparation, inbox organization, action tracking, and the practical steps involved in supporting several colleagues remotely.
• Working knowledge of calendar invitations, task boards, word processing, and presentation formatting, including reviewing shared updates and maintaining consistent formatting across routine materials.
• Ability to write clear messages, ask specific questions, and communicate changes professionally with internal colleagues and external meeting contacts.
• Sound judgment when prioritizing requests, checking details, and recognizing when an administrative team lead needs to resolve competing instructions.
• A reliable computer, high-speed internet, and quiet private workspace suitable for handling routine business information and participating in remote meetings.
• Availability for the 40-hour weekly commitment and agreed working days and shift times, with dependable attendance and timely status updates.
• Authorization to work in the United States.

Perks & Benefits:

• Fully remote work from home in Pennsylvania, with responsibilities completed through online administrative workflows.
• Structured onboarding and training using a scheduling and calendar tool such as Google Calendar, a project management tool such as Asana, a word processor such as Google Docs, and a presentation tool such as Microsoft PowerPoint.
• Regular check-ins with the administrative team lead to review priorities, discuss questions, and receive practical feedback.
• Opportunities to strengthen virtual assistance, meeting planning, travel coordination, and task tracking skills through focused administrative work.
• Health coverage, paid leave, a 401(k), bonus opportunities, and stipends.