Job Description
This is a remote position.
The Virtual Assistant is expected to effectively use AI tools to enhance productivity—such as streamlining scheduling, drafting content, and organizing data. Proficiency in platforms like Trello, Windows applications, and online scheduling tools is essential, along with a commitment to confidentiality and proactive communication.
Essential Duties of a Virtual Assistant
Manage Complex Calendars:
Schedule and coordinate meetings, appointments, and events across multiple time zones.
Handle Communication:
Monitor and respond to emails, messages, and calls on behalf of the CEO and management;
Draft professional correspondence as needed.
Leverage AI Tools for Efficiency
Utilize AI tools to streamline tasks such as content drafting, scheduling, data analysis, and communication — ensuring faster, more accurate delivery of outputs.
Prepare Presentations and Reports
Create, format, and proofread documents, presentations, and reports for meetings or internal use.
Process Travel Arrangements and Expenses
Organize travel itineraries, book flights and accommodation, and prepare travel expense reports.
Conduct Research
Perform online research to support decision-making, strategic planning, or project development.
Assist in Project Coordination
Support the CEO and leadership team by helping to manage ongoing projects, tracking deadlines, and ensuring deliverables.
Maintain Confidentiality and Professionalism
Handle sensitive information with discretion and uphold a high level of professionalism in all interactions.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with other relevant software is highly valued.
Proficient in the following tools: Trello, Hubstaff, Zoom, and AI tools
Education, Training or Experience in using AI
Capable of AI application to deliver work output
Excellent written and verbal communication skills.
Ability to manage multiple tasks simultaneously and prioritize effectively.
Strong organizational skills and attention to detail.
Ability to work independently and as part of a team.
Excellent time management skills and the ability to meet deadlines
Experience with project management software or methodologies is desirable.
Proficiency in scheduling software and calendar management tools.
Familiarity with social media management and marketing tools.
Ability to maintain a professional demeanor and exercise discretion.
Reliable high-speed internet access and dedicated workspace.
Having the Following Qualifications is an Advantage
Experience working as Virtual Assistant
Experience in working the night or graveyard shift
Familiarity with medical terminology and healthcare practices.
Proficiency in a second language commonly spoken by the patient population.
Demonstrated experience in a fast-paced, dynamic environment.
Ability to quickly learn new software and technologies.
Strong problem-solving and analytical skills.
A portfolio showcasing previous work and accomplishments.
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