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Admin/Procurement VA
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General VA
Admin/Procurement VA
About the Job
We are looking for a highly organized Admin/Procurement VA to support our executive and management teams with daily administrative and operational tasks. Key responsibilities include managing emails, calendars, timesheets, and documents, as well as coordinating meetings, reporting, and client communications. Proficiency in Microsoft Office, AroFlo, Timepro, and other task management tools is essential. The ideal candidate will be detail-oriented, communicative, and able to handle sensitive information with discretion.
Key Responsibilities:
- Manage emails, calendars, filing systems, and reminders.
- Enter and track timesheets accurately.
- Assist with AroFlo functions, including PO creation, sending RFQs/POs, and updating timesheets.
- Prepare templates and layouts as needed.
- Draft and prepare billing documents.
- Coordinate with staff and clients via RingCentral and Microsoft Teams.
- Maintain and organize company policies, reports, contracts, and important documents.
- Support management with reporting and task follow-ups.
- Morning checks of emails, Todoist, Teams, and Timepro; send reminders if necessary.
- Attend production meetings and liaise with relevant teams.
- Generate WIP and Timepro reports, and prepare for meetings with Accounts and Management.
- Review HubSpot for incomplete tasks and ensure follow-up.
- Manage operational intrays and update timesheets in AroFlo.
- Regularly coordinate with executives to align priorities.
Required Skills & Qualifications:
- Proven experience as an Executive Secretary, Executive Assistant, or similar administrative role.
- Strong organizational and time-management skills.
- Proficiency with Microsoft Office Suite, Teams, and task management tools like Todoist.
- Familiarity with AroFlo, Timepro, HubSpot, and RingCentral is a plus.
- Excellent communication and interpersonal skills.
- Ability to handle sensitive information with discretion and professionalism.
Benefits & Application Process:
- 100% remote work.
- Follow US business hours.
- Weekly pay through Wise every Tuesday.