Virtual Personal Assistant

Were seeking a proactive highly organized Virtual Personal Assistant to support the day-to-day operations of our printing company. This role goes beyond customer calls youll help manage schedules communications vendor relationships and administrative tasks so leadership can focus on growing the business.

• Manage and organize the owners/managers calendar appointments and meetings
• Handle incoming emails phone calls and messages; prioritize and respond on their behalf when appropriate
• Assist with order tracking invoicing and basic bookkeeping tasks (e.g. QuickBooks entries)
• Coordinate with vendors and suppliers for materials equipment and shipping
• Prepare and organize documents quotes proposals and contracts
• Manage and update customer databases/CRM
• Handle basic social media posting scheduling or content coordination (if needed)
• Research suppliers pricing or competitors as requested
• Assist with hiring coordination (scheduling interviews posting job ads initial candidate screening)
• Book travel manage expense reports and handle other personal/business errands as needed
• Take notes/minutes during meetings and follow up on action items
• Maintain confidentiality of sensitive business and financial information

• 12 years of experience as a virtual assistant executive assistant or administrative support role
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail
• Proficient in tools like Google Workspace Microsoft Office Slack Zoom and project management software (Asana Trello etc.)
• Basic bookkeeping/invoicing knowledge (QuickBooks FreshBooks or similar) a plus
• Ability to work independently prioritize tasks and meet deadlines
• Reliable internet connection and a professional home office setup
• Discretion and trustworthiness when handling confidential information