Virtual Assistant - Marketing

Summary

Join Zipdev as a Virtual Assistant and provide exceptional administrative support to our leadership team. This fully remote position requires a highly organized and reliable individual capable of handling multiple tasks and aligning with our EST work schedule (9:00 am - 5:30 pm). Key responsibilities include executive support, sales support, team recruitment support, time tracking report generation and analysis, light data entry in QuickBooks, and accounts receivable follow-up. The ideal candidate possesses 4+ years of experience as an administrative/executive assistant, strong communication skills, problem-solving abilities, and proficiency in various productivity tools. Benefits include paid time off, holidays, parental leave, health care reimbursement, active lifestyle reimbursement, quarterly home office reimbursement, payroll deduction purchase plans, longevity bonus, continuous learning bonus, and access to training and professional development platforms.

Requirements

• Seasoned Professional - 4+ years experience excelling as an administrative / executive assistant
• Professional Communicator - ability to liaise effectively with management stakeholders based on trust and accountability; strong command of the English language both written (email, messaging, etc) and orally (internal and external)
• Independent Thinker - ability to troubleshoot and navigate challenging tasks in a fast-paced environment
• Problem Solver - can anticipate issues and proactively resolve them
• Process Driven - proactively creating ways to scale repeatable tasks
• Project Management - hyper organized and can quickly shift between different tasks
• Bookkeeping Experience - possess a working knowledge of navigating Quickbooks Online for data entries and generating reports
• Tech Savvy - experience using productivity tools like Google Suite, Zoom, and Slack – while eager to advance and adopt new skills like Asana, Quickbooks Online, Clockify, and HubSpot, among others

Responsibilities

• Executive support - calendar management, ad hoc projects as needed
• Sales support - assist drafting proposals, calendar management, scheduling, and coordinating sales meetings for the team
• Team recruitment support - assist James with initial screening, scheduling and coordinating interview process – ensuring a smooth interview experience for job applicants
• Clockify - generate and analyze time tracking reports for insights and recommendations
• QuickBooks - light data entry of bank transactions and generating reports for James for business insights
• Accounts Receivable - following up with clients on outstanding bills in a friendly and timely manner

Preferred Qualifications

• Experience with CRM platforms like HubSpot, Salesforce, etc
• Experience building presentations and reporting dashboards (Google Workspace)
• Experience with website CMS with WordPress, Squarespace, etc

Benefits

• Vacation: 10 business days a year
• Holidays: 5 National Holidays a year
• Company Holidays: 5 Company Holidays a year (Christmas Eve, Christmas Day, New Year's Eve, New Year's Day, Zipdev Day)
• Parental Leave
• Health Care Reimbursement
• Active Lifestyle Reimbursement
• Quarterly Home Office Reimbursement
• Payroll Deduction Purchase Plans
• Longevity Bonus
• Continuous Learning Bonus
• Access to Training and Professional Development Platforms