[Hiring] Senior Virtual Assistant @DemandScience

Role Description

The Senior Administrative Coordinator / Senior Virtual Assistant provides proactive administrative, coordination, and organizational support primarily to the Governance, Risk and Compliance (GRC) function, and to the wider Information Security & Compliance team as required. The role focuses on enabling effective communication flow, ensuring actions are tracked and progressed, and supporting the smooth operation of cross functional activities. This position requires experience, judgement, and confidence working with senior stakeholders. It is not an entry level or purely task based virtual assistant role and does not involve line management or decision making authority.

Essential Job Functions “What You’ll Do”

• Responsibilities are carried out in support of the GRC function as the primary focus, and across the wider Information Security & Compliance team where needed.

Administrative Support & Organization

• Monitor and triage shared mailboxes and mail shares, identifying items requiring action or escalation
• Route requests to appropriate owners and track follow ups to completion
• Prevent requests from remaining unanswered in shared inboxes
• Organise and maintain mailbox folders, labels, and basic rules where appropriate
• Support response coordination, including drafting, chasing, and scheduling follow ups
• Maintain document libraries and shared folders
• Apply version control, document hygiene, and naming conventions
• Format, tidy, and proofread documents as required
• Maintain simple inventories, trackers, and registers
• Support the organization of written communications and email threads

Key Stakeholders & Programme Coordination

• Coordinate calendars, including recurring and ad hoc meetings
• Coordinate meetings across internal and cross functional teams
• Maintain visibility of schedules, priorities, and key milestones
• Maintain simple trackers for actions, deadlines, and ownership
• Place and coordinate meeting holds (agendas prepared by meeting chairs)
• Attend meetings to take minutes and record agreed actions
• Support follow up to ensure actions are clearly documented and progressed

Cross Team Liaison & Action Tracking

• Follow up on agreed actions with internal and external stakeholders
• Track progress against agreed timelines and milestones
• Proactively remind stakeholders ahead of deadlines
• Coordinate inputs across teams such as Legal, IT, Product, and Vendors
• Support the conversion of agreed decisions into tangible progress

Light Support on Vendor & Audit Related Processes

• Track the status of items within defined processes
• Organise and catalogue received documentation and materials
• Maintain visibility of timelines and dependencies for relevant activities

Ad Hoc and Time Sensitive Support

• Support last minute scheduling changes
• Handle urgent follow ups and time critical coordination requests
• Assist with ad hoc activities that fall outside standard responsibilities

Time Allocation (Indicative)

• Administrative support & organisation: 30–35%
• Key stakeholders & programme coordination: 35–40%
• Cross team liaison & action tracking: 15–20%
• Vendor and audit support: 10–15% (as needed)
• Ad hoc and buffer support: 10%

Qualifications

• Demonstrable experience in an administrative or coordination role
• Strong organizational and prioritization skills
• Confidence communicating with and following up on stakeholders at different levels
• Ability to handle multiple parallel activities and competing deadlines
• Strong written communication and document handling skills
• High attention to detail and accuracy
• Professional discretion when handling sensitive or confidential information
• Comfort working in an environment with shifting priorities and ambiguity
• 60 words per minute typing
• Proficiency in Office 365 (including Outlook, Word, PowerPoint, Teams, Planner, and SharePoint) and Google Workspace (including Gmail, Docs, Sheets, and Calendar)
• Experience supporting cross functional or programme based work
• Familiarity with shared inbox coordination and document repositories
• Experience operating in regulated, technology, or fast paced environments

Working Arrangements

• Ability to work effectively with stakeholders operating across US East business hours (8am–5pm EST)
• Flexibility to support time sensitive coordination when required

Benefits

• Paid time off
• Medical provided through HMO
• Life Insurance
• Peer-Appreciation Program
• Employee Referral Program
• A fast-paced, innovative culture with an open and collaborative environment, where you can make an impact.
• Join a great organization that cares about employees!

Company Description

DemandScience is proud to be an equal opportunity workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.