[Hiring] Virtual Assistant @Prime System Solutions

Role Description

Our client is a US-based technology company seeking a highly organized, reliable Virtual Assistant to support its two co-owners with calendars, inboxes, meetings, documentation, follow-ups, CRM, and day-to-day administrative tasks. The ideal candidate is proactive, detail-oriented, discreet, and comfortable working independently with US-based leadership in a fully remote environment.

Responsibilities

• Calendar & Inbox Management
  • Manage and coordinate the co-owners’ calendars, including internal, customer, partner, and vendor meetings.
  • Schedule meetings, send calendar invitations, meeting links, confirmations, and reminders.
  • Monitor and triage inboxes, flagging important or urgent items for the owners.
  • Draft routine email responses for the owners’ review and approval.
  • Schedule meetings generated by the Sales Development Representative (SDR) when required.
• Meeting & Follow-Up Support
  • Attend internal meetings as a note-taker and accurately document key decisions and action items.
  • Maintain a shared weekly action list and follow up with the owners on outstanding tasks and deadlines.
  • Prepare simple meeting agendas and organize relevant documents in advance.
  • Ensure action items are tracked through completion or appropriately updated.
• Document & File Management
  • Create, edit, format, and maintain documents, spreadsheets, and presentations using Microsoft 365.
  • Organize and maintain SharePoint and shared folders according to the company’s file structure.
  • Maintain administrative trackers, including vendors, contracts, renewal dates, software subscriptions, and licenses.
• Sales & Marketing Support
  • Build, update, and clean lead lists for the SDR team.
  • Maintain accurate and up-to-date CRM records in GoHighLevel or similar CRM platforms.
  • Support marketing activities such as scheduling approved social media posts and coordinating events and webinars.
  • Conduct basic research on companies, prospects, partners, events, and other business-related topics.
• Operations & Administrative Support
  • Coordinate with vendors and collect, organize, and file invoices and receipts for the bookkeeper.
  • Support onboarding activities for new customers and partners, including paperwork, scheduling, and coordination with the technical team.
  • Document simple processes, procedures, and checklists as they are established.
  • Provide general administrative support to the co-owners as required.
• Confidentiality & Compliance
  • Maintain strict confidentiality when handling customer, partner, employee, and financial information.
  • Do not process payments, transfers, or other financial transactions.
  • Do not sign documents or make commitments on behalf of the company.
  • Ensure communications are not sent in an owner’s name without approval, except for pre-approved templates such as confirmations and reminders.

Qualifications

• 5+ years of experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or Office Coordinator supporting US-based leaders remotely.
• Strong proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Experience using CRM platforms such as GoHighLevel, HubSpot, or similar.
• Previous experience in an IT, MSP, SaaS, or technology company is preferred.
• Excellent written and verbal English communication skills, with the ability to communicate clearly, professionally, and courteously. (NON-NEGOTIABLE)
• Strong organizational and time-management skills with excellent attention to detail.
• Highly reliable with strong follow-through and the ability to manage multiple priorities.
• Comfortable working independently and proactively in a fully remote environment.
• Ability to handle confidential and sensitive business information with discretion.
• Availability to work full-time during US Central Time business hours.
• Must have a personal laptop, headset, reliable internet connection, and a quiet, professional workspace.