Lead Virtual Assistant

Vintti is a staffing agency with a unique mission: to create win-win scenarios for both US businesses and Latin American professionals. We address the challenges faced by SMBs, startups, and firms in finding the right talent, as well as the aspirations of skilled Latin American workers seeking international opportunities. By bridging this gap, Vintti enables US companies to access a wealth of untapped talent, while providing Latin American professionals with pathways to expand their careers on a global scale. Our approach cultivates a symbiotic ecosystem that benefits all parties involved.

A Lead Virtual Assistant plays a pivotal role in managing and overseeing administrative tasks to ensure seamless operations within an organization. This professional is responsible for coordinating and delegating assignments to a team of virtual assistants, ensuring that all tasks are completed efficiently and on time. The Lead Virtual Assistant excels in communication, organization, and problem-solving, acting as the primary point of contact for both the team and clients. Through effective leadership, they maintain workflow, enhance productivity, and support the overall business objectives, contributing significantly to the company's success.

- Proven experience as a virtual assistant or in a relevant administrative or leadership role
- Strong organizational and time management skills
- Excellent written and verbal communication abilities
- Proficiency in task management and productivity tools (e.g., Asana, Trello, Slack)
- High proficiency in Microsoft Office Suite and Google Workspace
- Ability to handle multiple tasks and prioritize effectively
- Attention to detail and accuracy in work
- Experience with project management and tracking tools
- Familiarity with financial processes, including invoicing and expense tracking
- Ability to conduct thorough research and compile data
- Strong proofreading and editing skills
- Ability to prepare reports and presentations
- Experience in client communication and customer service
- Capable of coordinating travel arrangements and itineraries
- Experience in maintaining databases and digital filing systems
- Problem-solving skills and ability to troubleshoot technical issues
- Capable of working independently with minimal supervision
- Experience in team management and delegation
- Ability to prepare and deliver training materials
- Knowledge of quality control processes and standards
- Experience in process improvement and implementation
- Strong confidentiality and security awareness
- Bachelor's degree in business administration or a related field (preferred)
- Certification in project management or administrative support (preferred)

- Manage and delegate tasks to virtual assistants
- Oversee daily schedules and priorities
- Handle client communications
- Arrange meetings and book appointments
- Maintain calendars
- Conduct research and compile data
- Prepare, edit, and proofread documents
- Perform quality control checks
- Track and manage project timelines
- Assist in training material preparation
- Monitor task management systems
- Provide customer service support
- Generate progress reports
- Create and maintain databases and records
- Coordinate travel arrangements
- Process invoices and expenses
- Liaise with IT support for technical issues
- Facilitate communication between clients and teams
- Plan and execute special projects
- Develop and implement process improvements
- Ensure confidentiality of sensitive information

The ideal candidate for the Lead Virtual Assistant role is a highly organized and detail-oriented professional with proven experience in virtual assistance or a similar administrative or leadership capacity. They possess strong leadership skills and excel at managing and delegating tasks to a team, ensuring that daily schedules and priorities are effectively coordinated. With exceptional organizational abilities and superior time management, they can handle multiple tasks and prioritize effectively under pressure. They are an excellent written and verbal communicator, capable of handling client communications, preparing reports, and editing documents with precision. Proficiency in task management and productivity tools, as well as high proficiency in Microsoft Office Suite and Google Workspace, are essential. The candidate is technologically savvy, with a deep understanding of project management and tracking tools, financial processes, and quality control standards. They excel in problem-solving and have a proactive, self-motivated approach to work. Experience in preparing training materials and providing top-notch customer service is vital, along with the ability to coordinate travel arrangements and maintain databases. The ideal candidate thrives in a team-oriented environment, continuously seeks improvement, and has a strong confidentiality and security awareness. They are dependable, adaptable, and possess a positive demeanor, making them a reliable and enthusiastic leader. A bachelor's degree in business administration or a related field, along with certification in project management or administrative support, is preferred, further setting them apart as an ideal fit for this role.

- Manage and delegate tasks to a team of virtual assistants
- Oversee and coordinate daily schedules and priorities
- Handle client communications, including email correspondence and phone calls
- Arrange meetings, book appointments, and maintain calendars
- Conduct research and compile data for reports and presentations
- Prepare, edit, and proofread documents and spreadsheets
- Perform quality control on team members' work to ensure accuracy and completeness
- Track and manage project timelines and milestones
- Assist in the preparation of training materials and onboarding documentation
- Monitor and maintain task management systems and tools
- Provide customer service and support as needed
- Generate and distribute daily and weekly progress reports
- Create and maintain databases, records, and digital filing systems
- Coordinate travel arrangements and itineraries
- Process invoices, expenses, and financial statements
- Address technical issues and liaise with IT support as necessary
- Facilitate communication between clients and internal teams
- Plan and execute special projects and events
- Develop and implement process improvements for efficiency
- Ensure confidentiality and security of sensitive information

- Strong leadership skills
- Exceptional organizational abilities
- Superior time management
- Effective and clear communicator
- Attention to detail and accuracy
- Proactive and self-motivated
- Ability to handle stress and multitasking
- High degree of adaptability
- Problem-solving mindset
- Technologically savvy
- Customer-focused attitude
- Strong interpersonal skills
- High level of accountability and integrity
- Team-oriented approach
- Continuous improvement mentality
- Dependable and reliable
- Strong analytical skills
- Creative thinking
- Excellent collaborator
- Enthusiastic and positive demeanor

- Competitive salary range: $50,000 - $70,000 annually
- Comprehensive health, dental, and vision insurance plans
- Generous paid time off and holiday schedule
- Flexible work hours and remote work opportunities
- Retirement savings plan with company match
- Professional development and training programs
- Opportunities for career growth and advancement
- Performance-based bonuses and incentives
- Wellness programs and resources
- Employee assistance program (EAP)
- Access to cutting-edge virtual assistant tools and software
- Paid parental leave
- Company-sponsored team-building events and activities
- Reimbursement for business-related travel expenses
- Supportive and inclusive company culture
- Recognition and rewards programs
- Discounted memberships and services
- Access to online learning platforms and educational resources