Executive Support Specialist/ Virtual Assistant

Full Time

Permanent

Remote

SUMMARY

We are looking for a highly organized and customer-oriented individual who can handle both customer service and administrative duties. The ideal candidate should have good communication skills, the ability to multitask, and strong attention to detail. Your role will be essential in ensuring positive client experiences, efficient operations, and reliable support for the team.

RESPONSIBILITIES

Customer Service & Client Support

Respond to customer inquiries via email, phone, and social media
Schedule appointments and manage client communications
Identify and address customer needs promptly and professionally
Resolve complaints and follow up to ensure client satisfaction
Process orders, forms, applications, and service requests
Maintain detailed records of customer interactions and feedback
Support CRM updates and database maintenance
Conduct follow-ups with clients, vendors, and internal teams
Handle professional correspondence via email and phone
Manage support tickets and provide timely resolutions

Administrative Support

Email management: sorting, filtering, responding, and handling follow-ups
Calendar management: scheduling, rescheduling, and coordinating appointments
Travel management: booking flights, accommodations, and itinerary planning
Document preparation: data entry, creating reports, and presentation design
General file and records management

Research & Data Handling

Conduct market research and competitor analysis
Organize and present findings clearly and concisely
Create product and service comparison reports

Project & Task Management

Support project coordination and task tracking
Monitor deadlines using tools like ClickUp, Trello, Asana, or Monday.com

WHAT WE'RE LOOKING FOR

Soft Skills & Work Ethic
- Excellent written and verbal communication skills
- Strong organizational, time management, and multitasking abilities
- High attention to detail and accuracy
- Analytical thinking and problem-solving skills
- Ability to work independently and manage priorities
- Professionalism and discretion when handling sensitive information
- Collaborative mindset and team spirit
Technical Skills
- Proficiency in Google Workspace (Docs, Sheets, Slides, Drive)
- Proficiency in Microsoft Office (Word, Excel, PowerPoint)
- Experience with CRM tools (HubSpot, Salesforce, Zoho) – preferred
- Familiarity with project management tools (Asana, Trello, ClickUp)
- Comfortable using communication platforms (Slack, Zoom, Microsoft Teams)
- Familiar with cloud storage and file-sharing platforms
Bonus Skills (Preferred but Not Required)

Social Media & Digital Support
- Social media management (scheduling posts, engagement tracking)
- Basic graphic design (Canva, Adobe Express)
- Website management (WordPress, Wix – basic edits and updates)
E-commerce & Customer Support
- Order processing and tracking (Shopify, WooCommerce)
- Responding to customer inquiries via chat/email
- Product listing and description writing
Financial Assistance
- Invoice processing and basic bookkeeping (QuickBooks, Xero)
- Expense tracking and budget report