Remote Job Opportunity We are seeking a highly skilled and organized Virtual Administrative Assistant to join our team. The ideal candidate will provide exceptional support to senior executives and internal teams across various business functions, ensuring seamless daily operations. The Virtual Administrative Assistant will be responsible for managing tasks related to accounting, email communication, sales support, project coordination, and general administration. This role requires excellent organizational skills, attention to detail, strong written communication, and the ability to work independently in a fast-paced digital environment. - Key Responsibilities: - Reconcile bank and credit card transactions in cloud-based accounting software - Upload receipts and invoices to online platforms - Monitor and follow up on overdue accounts receivable - Track and process accounts payable, ensuring timely invoice payments - Communicate with vendors or clients regarding payment updates - Review and triage emails daily for senior executives and general studio inbox - Respond to booking, invoice, and basic inquiry emails on behalf of senior executives - Prepare and send invoice proposals as directed - Identify and unsubscribe from unwanted email lists - Delete or archive spam and cold sales emails - Flag important emails that require executive response - Follow up weekly on open quotes and proposals - Use e-commerce platforms to review order activity and identify leads or trends - Build and update lists of potential clients based on executive criteria - Use scheduling tools to book meetings for senior executives with prospects and current clients - Coordinate and schedule final consultations for wedding clients and follow up on proposal sent - Track client communication history and next steps in a shared CRM or project tool - Execute basic administrative tasks using productivity software - Build project timelines and task lists in project management software - Follow up weekly with project managers or collaborators for updates - Track task completion and escalate issues to senior executives when deadlines are at risk - Maintain project documentation in cloud storage - Check and update the weekly supply list - Place online orders for office or studio supplies as needed - Organize shared digital files and folders in cloud storage - Support occasional design tasks in graphic design software - Maintain and update internal records, checklists, and SOPs Requirements - Proven experience in administrative, accounting, or project coordination roles - Exceptional organizational and time management skills - Strong written communication skills with attention to tone and detail - High level of discretion and professionalism when handling sensitive business and financial information - Ability to work independently, prioritize tasks, and meet deadlines - Proficiency in using a variety of different cloud-based software for accounting, e-commerce, email management, scheduling, creation of marketing assets Bonus Skills - Experience with reconciliation and managing accounts payable/receivable in cloud-based accounting software - Familiarity with e-commerce platform order management and backend operations - Confidence using scheduling tools for complex meeting types - Basic design skills in graphic design software following brand guidelines Benefits - Competitive pay in US Dollars - Opportunity to work with respected business professionals - Value and encouragement for input from team members - Diverse payment methods available - Regular paychecks every two weeks - Birthday and work anniversary celebrations - Alliances with brands grant extra benefits to freelancers - Weekly recreation dynamics foster a healthy work environment Before You Apply We are excited to connect you with meaningful remote opportunities. Please note: - These are professional roles with set schedules defined by the client - Consistent availability is expected - You will be part of the client's team - KPIs and goals matter - Training may be required - Commitment and responsibility are essential