Administrative & Customer Support Virtual Assistant

We are seeking a detail-oriented, organized, and self-motivated Administrative & Customer Support Virtual Assistant to keep our daily operations running smoothly. This role manages calendars and inboxes, handles customer inquiries by phone, email, and chat, and supports the team with spreadsheets, project tracking, and light design work. The ideal candidate is professional, confident, and comfortable working independently in a fast-moving environment.

Key Responsibilities

Calendar Management

• Schedule, reschedule, and confirm appointments and meetings
• Coordinate across time zones and prevent scheduling conflicts
• Send reminders and keep calendars accurate and up to date

Email Management

• Monitor, organize, and prioritize the inbox
• Draft and send professional replies on the team’s behalf
• Flag urgent items and follow up on open threads

Customer Service: Phone Support

• Answer and place calls professionally and represent the company with confidence
• Resolve questions, route issues to the right person, and log call details
• Follow up with customers to make sure issues are resolved

Customer Service: Email & Chat Support

• Respond to customer emails and live chat inquiries promptly and clearly
• Troubleshoot basic issues and escalate complex ones with clear notes
• Maintain a consistent, friendly, and professional tone

Reporting & Task Support

• Build, update, and organize data in Google Sheets (formulas, filters, and reports)
• Track tasks, deadlines, and project progress in Monday.com
• Create or edit simple graphics and marketing assets using Photoshop or Illustrator

Required Platforms & Tools

• Microsoft Suite (Outlook, Word, Excel, PowerPoint)
• Google Sheets (strong proficiency is a must)
• Monday.com
• Adobe Photoshop or Illustrator (basic to intermediate)

Qualifications

• Proven experience as a virtual assistant, administrative assistant, or customer support representative
• Hands-on experience with calendar and email management
• Prior phone-based customer service experience
• Strong written and spoken English, clear and professional on live calls
• Reliable computer, stable internet, and a working headset

Soft Skills

• Attention to detail
• Time management
• Organization
• Written communication
• Oral communication
• Self-motivation
• Problem-solving
• Professionalism
• Confidence