Job Summary:
We are seeking an energetic, organized, and proactive Remote Personal Assistant to keep daily operations running smoothly in a fast-paced environment. This role includes managing administrative tasks; coordinating with cross-functional teams, internal leaders, and providers; overseeing schedules; handling incoming calls; leading collections; and performing bookkeeping duties. The ideal candidate is highly professional, self-motivated, excels in virtual and phone communication, and can confidently represent others while keeping everything on track. Strong verbal and written English communication skills are required, and prior experience in bookkeeping or related roles is highly preferred. Above all, personality and attitude are the most important factors.
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Key Responsibilities:
- Coordinate and manage scheduling to ensure smooth daily operations.
- Handle incoming customer service calls as a primary responsibility, providing timely and professional support.
- Lead collections efforts, serving as the primary point of responsibility for outstanding accounts.
- Perform bookkeeping duties, including recording invoices, processing requisitions, and preparing monthly financial reports.
- Prepare and generate accurate estimates (training will be provided).
- Manage daily administrative tasks and handle basic intake tasks.
- Prepare reports and conduct research as needed.
- Keep daily operations organized and running efficiently.
- Draft, edit, and proofread emails, documents, and presentations.
- Manage communication, including answering calls, and performing follow-ups.
- Maintain and update contact lists and databases.
- Assist in organizing virtual events and team meetings if necessary.
- Track deadlines and ensure timely completion of tasks and projects.
- Provide reminders and status updates to team members and stakeholders.
- Assist with travel arrangements, when required.
- Help identify and implement process improvements to enhance team efficiency.
- Perform general administrative and data-related tasks as needed.
- Perform other tasks related to the position.
Qualifications & Requirements:
- Proficient level of English (written and spoken).
- Strong phone and interpersonal communication skills in English (verbally and written) with the ability to effectively engage with cross-functional teams, internal leaders, and providers.
- Positive attitude and a professional approach to problem-solving, with strong attention to detail and the ability to learn quickly.
- Excellent Email etiquette.
- Professional and friendly phone presence.
- Excellent organizational and follow-up abilities.
- Ability to understand shifting priorities and take initiative.
- Reliability, articulation, and a personable approach to interactions.
- Energetic, self-motivated, proactive, and eager to contribute to a growing business.
- Prior experience in roles such as administrative assistant, data entry, secretary, personal assistance, operations support, or other relevant positions.
- Proficiency in Microsoft Office (Word, Excel) and Google Workspace (Docs, Sheets).
- Experience with QuickBooks or similar tools is a plus.
- Experience with Asana or other task management tools is a plus.
- Sound judgment and the capacity to comprehend and execute instructions promptly with minimal supervision.
- Reliable Windows 10 (or newer) computer with two monitors and stable high-speed internet.
Compensation & Benefits:
- 100% remote work.
- Compensation in USD.
- Full-time position with 40 hours weekly.
- Great work environment with potential for growth.
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