[Hiring] Virtual Administrative Assistant @HireHawk

Role Description

This role exists to reduce the operational and scheduling burden on leadership by giving the owner and sales team a highly capable right hand. You’ll own calendars, client follow-up, appointment scheduling, and day-to-day coordination so the team can stay focused on revenue and delivery. The client operates in Engineering & Construction Risk Consulting with a strong South Florida client base.

• Keep the owner and sales team’s calendars clean, accurate, and optimized so priorities happen on time.
• Schedule appointments end-to-end (confirmations, reminders, reschedules, and follow-ups) with strong attention to details and time zones.
• Serve as a professional first point of contact for clients by phone, ensuring every call feels organized, confident, and helpful.
• Support the sales team with research that improves outreach and conversations (light lead/account research, background notes, prep summaries).
• Create and maintain a dependable follow-up system so no client request, appointment, or action item gets dropped.
• Coordinate across stakeholders (owner, sales team, clients, and any internal partners) to keep work moving without bottlenecks.
• Keep information organized across tools (calendar, email, notes, CRM if applicable) so the team always knows the latest status.
• Spot gaps and proactively suggest improvements to workflows, templates, and coordination routines that save leadership time.

Qualifications

• Bilingual fluency in English and Spanish (verbal and written).
• 1+ years of experience as a Virtual Assistant, Administrative Assistant, Executive Assistant, or Operations Coordinator.
• Proven calendar management and appointment scheduling experience (high volume and frequent changes).
• Confidence and professionalism speaking with clients over the phone (clear, calm, and service-oriented).
• Strong written communication skills (you can write messages that are concise, accurate, and client-ready).
• Ability to work autonomously and deliver high-quality work without constant check-ins (strong ownership and follow-through).

Requirements

• Experience supporting a founder/executive or a small sales-driven, client-facing team.
• Familiarity with CRMs or sales support workflows (updating records, tracking follow-ups, keeping pipeline notes clean).
• Experience coordinating across multiple stakeholders or departments in a remote setting.
• Exposure to consulting, engineering, construction, or professional services environments.

Benefits

• Access to a $200k+ perk marketplace with instant discounts on 150+ services.
• Access up to 50% of approved earnings before payday (no credit checks or fees).