Virtual Office Manager

Summary

Join Freestar as a Virtual Office Manager and support our team by managing daily operations and administrative matters, coordinating travel, and planning events. You will be responsible for administrative tasks, including travel arrangements, event planning, vendor management, and record-keeping. This role requires excellent organizational and communication skills, event planning experience, and the ability to work independently and collaboratively in a fast-paced remote environment. Freestar offers a full-time salaried position with medical, dental, vision benefits, and a 401k with company match. This is an opportunity to be part of a growing company and contribute to its success.

Requirements

• Excellent verbal and written communication skills, with experience working in a remote environment
• Excellent organizational skills and attention to detail
• Event planning experience, from concept to execution
• Ability to build trust, credibility, and relationships to bring about positive change and accomplish goals
• Ability to lead through influence and get buy-in from stakeholders across different teams and levels of leadership
• Excellent time management skills with a proven ability to meet deadlines
• Ability to prioritize tasks and to delegate them when appropriate
• Comfortable collaborating cross-functionally, with proven experience coordinating projects across multiple teams
• Problem-solving mindset with the ability to anticipate challenges and act proactively
• Ability to multitask and work independently in a fast-paced environment
• Proficient with Google Workspace and/or Microsoft Office Suite

Responsibilities

• Research and book domestic and international travel for Company employees, including flights, accommodations, and ground transportation
• Manage travel itineraries, ensuring accuracy and efficiency
• Handle last-minute travel changes and resolve logistical challenges as needed
• Track travel expenses and maintain accurate, detailed recordkeeping
• Plan, coordinate, and execute virtual and in-person events, including meetings, conferences, business development events, and department-specific events
• Source and negotiate with vendors for venues, catering, and other event services
• Manage event budgets, timelines, and logistics
• Ensure all event details are executed flawlessly and align with company goals
• Ideate and coordinate unique client gifts and company merchandise orders
• Oversee virtual office operations and administrative tasks, ensuring smooth workflows and efficient communication
• Maintain records, documentation, and files, particularly more complex or sensitive files
• Act as a liaison between company departments to coordinate company-wide projects
• Review and process incoming mail and other correspondence
• Coordinate and schedule company-wide meetings and department meetings, as assigned
• Coordinate with the CEO on upcoming initiatives and priorities
• Perform other administrative duties as assigned

Preferred Qualifications

• Knowledge of travel management platforms is a plus
• Understanding of online advertising is helpful but not required

Benefits

• Full-Time, Salaried Position
• Medical, Dental, and Vision benefits
• 401K with company match
• The opportunity to be part of something BIG