[Hiring] Virtual Receptionist / Secretary @ISTA Personnel Solutions

Role Description

We are recruiting a Virtual Receptionist / Secretary to support a U.S.-based client. This role is ideal for a highly professional, well-spoken, and organised individual who takes pride in delivering exceptional front-line service and seamless administrative support. You will serve as the first point of contact for the client's business — managing incoming calls, coordinating schedules, handling correspondence, and supporting day-to-day administrative operations. The client is looking for someone who is reliable, self-motivated, and capable of representing their business with professionalism and confidence.

• Answer incoming calls professionally and efficiently, serving as the first point of contact for clients, customers, and stakeholders.
• Screen, direct, and manage calls appropriately, taking accurate messages where required.
• Schedule and coordinate appointments, meetings, and calendars on behalf of the client.
• Manage incoming and outgoing correspondence, including emails, faxes, and written communications.
• Perform general administrative and secretarial duties to support daily business operations.
• Maintain organised and accurate records, files, and databases.
• Draft, proofread, and send professional communications as directed.
• Follow up on outstanding tasks, appointments, and action items proactively.
• Liaise with clients, customers, and internal stakeholders in a professional and courteous manner.
• Identify and escalate urgent matters timeously.

Qualifications

• Previous experience in a receptionist, secretarial, virtual assistant, or administrative support role.
• Excellent verbal and written English communication skills with a clear, professional, and neutral accent.
• Strong telephone etiquette and front-line customer service skills.
• High level of professionalism and the ability to represent a business confidently.
• Strong organisational and time management skills with the ability to multitask effectively.
• Excellent attention to detail and commitment to accuracy.
• Ability to work independently, take initiative, and manage responsibilities with minimal supervision.
• Proficient in MS Office (Word, Excel, Outlook) and comfortable navigating new software.
• Reliable, punctual, and self-motivated with a strong work ethic.
• High level of accountability, integrity, and discretion.

Requirements

• Working Hours: Monday to Friday, 09:00 – 18:00 EST (15:00 – 00:00 or 16:00 – 01:00 SA time, depending on daylight savings).
• Public Holidays: Required to work SA & U.S. public holidays (BCEA compliant compensation applies).
• Work Setup: Fully remote.
• Internet Requirements: Fixed fibre internet (minimum 25 Mbps upload/download), Wired Ethernet connection.
• Power Requirements: Reliable backup power solution.

If you do not receive feedback within 14 working days, please consider your application unsuccessful.