Virtual Administrative Manager

Vintti bridges the staffing gap for US businesses with a unique focus on time zone compatibility. We source top talent from Latin America, offering companies access to professionals who are available during standard US working hours. This alignment eliminates the need for off-hour communications and allows for integrated teamwork, as if all team members were in the same office.

A Virtual Administrative Manager is a pivotal role that combines the essential functions of administrative support with the flexibility and versatility of remote work. This role is designed to ensure the smooth operation of day-to-day tasks, including managing schedules, coordinating meetings, handling correspondence, and overseeing various administrative duties. A Virtual Administrative Manager acts as a key point of contact, helping to streamline operations, enhance productivity, and provide critical support to executives and team members, all while leveraging virtual tools and technologies to maintain seamless communication and efficiency.

- Proven experience as an administrative manager or similar role.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Proficiency in MS Office Suite and Google Workspace.
- Experience with virtual meeting platforms (e.g., Zoom, Microsoft Teams).
- Familiarity with CRM software and database management.
- Skilled in preparing reports, presentations, and spreadsheets.
- Strong attention to detail and accuracy.
- Ability to multitask and prioritize effectively.
- Experience in scheduling meetings and managing executive calendars.
- Proficiency in digital file organization and management.
- Strong problem-solving and decision-making abilities.
- Experience in coordinating travel arrangements and managing itineraries.
- Familiarity with social media management and website updates.
- Ability to handle confidential and sensitive information with discretion.
- Previous experience in customer service or client management.
- Knowledge of online research techniques and data gathering.
- Ability to work independently and as part of a team.
- Technical proficiency for troubleshooting minor IT issues.
- Experience in event planning and coordination, both physical and virtual.
- Flexibility to manage special projects and assignments as needed.
- Strong interpersonal skills for facilitating communication between teams and external partners.
- Ability to implement and improve administrative procedures and systems.
- Experience in onboarding new employees and coordinating training sessions.
- Bachelor's degree in business administration, management, or related field preferred.

- Manage and prioritize email correspondence.
- Respond on behalf of executives as needed.
- Schedule and coordinate virtual meetings and conference calls.
- Prepare and distribute meeting agendas.
- Take meeting minutes and follow up on action items.
- Handle calendar management and time scheduling.
- Organize and maintain digital files and documents.
- Assist with the preparation of reports, presentations, and spreadsheets.
- Conduct online research for various projects.
- Coordinate travel arrangements and bookings.
- Manage contact lists and CRM databases.
- Review and process expense reports and reimbursements.
- Facilitate communication between team members, departments, and external partners.
- Monitor and manage social media accounts and website updates.
- Support event planning and coordination, including virtual events and webinars.
- Perform data entry and document formatting tasks.
- Address and resolve client or member inquiries.
- Maintain confidentiality and handle sensitive information with discretion.
- Implement and improve office procedures and administrative systems.
- Assist in onboarding new employees, including coordinating training sessions and documentation.
- Provide technical support for virtual meetings and troubleshoot minor IT issues.
- Manage special projects and assignments as directed by executives.

The ideal candidate for the Virtual Administrative Manager role is a highly organized and detail-oriented professional with proven experience in administrative management or a similar capacity. This individual possesses exceptional time-management skills, enabling them to efficiently prioritize and handle a dynamic array of tasks. They excel in both written and verbal communication, ensuring clear and effective correspondence on behalf of executives and seamless facilitation of meetings and virtual events. Proficient in MS Office Suite, Google Workspace, CRM software, and virtual meeting platforms such as Zoom and Microsoft Teams, they are technologically adept and capable of troubleshooting minor IT issues. Their ability to organize and manage digital files and documents, along with preparing reports, presentations, and spreadsheets, underscores their strong attention to detail and accuracy. A proactive and self-motivated problem-solver, they possess excellent decision-making skills and can independently conduct online research and gather data for projects. Their experience in scheduling meetings, managing executive calendars, coordinating travel arrangements, and handling expense reports highlights their multitasking and prioritization abilities. Furthermore, their familiarity with social media management, event planning, and customer service equips them to manage client inquiries and facilitate communication between team members and external partners effectively. They maintain confidentiality with discretion, bringing a trustworthy and ethical approach to handling sensitive information. Adaptable and flexible, they are skilled at managing special projects and possess a customer-focused attitude that enhances client service experiences. A team-oriented strong interpersonal communicator, they are also innovative in implementing and improving administrative procedures, and experienced in onboarding and training new employees. A bachelor's degree in business administration, management, or a related field is preferred, rounding out their comprehensive suitability for the role.

- Manage and prioritize email correspondence, responding on behalf of executives as needed.
- Schedule and coordinate meetings, including arranging virtual meetings and conference calls.
- Prepare and distribute meeting agendas, take meeting minutes, and follow up on action items.
- Handle calendar management, including scheduling appointments and managing time effectively.
- Organize and maintain digital files and documents, ensuring easy accessibility and retrieval.
- Assist with the preparation of reports, presentations, and spreadsheets.
- Conduct online research and gather information for various projects.
- Coordinate travel arrangements, including booking flights, accommodations, and transportation.
- Manage contact lists and CRM databases, ensuring accuracy and updates.
- Review and process expense reports and reimbursements.
- Facilitate communication between team members, departments, and external partners.
- Monitor and manage social media accounts and website updates as needed.
- Support event planning and coordination, including virtual events and webinars.
- Perform routine administrative and clerical tasks such as data entry and document formatting.
- Address and resolve client or member inquiries, providing exceptional customer service.
- Maintain confidentiality and handle sensitive information with discretion.
- Implement and improve office procedures and administrative systems.
- Assist in onboarding new employees, including coordinating training sessions and documentation.
- Provide technical support for virtual meetings and troubleshoot minor IT issues.
- Manage special projects and assignments as directed by executives.

- Highly organized with exceptional time management skills
- Strong written and verbal communication abilities
- Detail-oriented with a focus on accuracy
- Proactive and self-motivated with a strong work ethic
- Problem-solver with strong decision-making skills
- Ability to multitask and prioritize effectively
- Technology-savvy with proficiency in MS Office Suite, Google Workspace, and virtual meeting platforms
- Knowledgeable in CRM software and database management
- Skilled in digital file organization and management
- Experienced in social media management and website updates
- Customer-focused with exceptional client service skills
- Ability to maintain confidentiality and handle sensitive information discreetly
- Team-oriented with strong interpersonal skills
- Adaptable and flexible to manage varying tasks and special projects
- Experienced in event planning and coordination
- Capable of providing technical support and troubleshooting minor IT issues
- Thorough in conducting online research and data gathering
- Innovative mindset for implementing and improving administrative procedures
- Experienced in coordinating travel arrangements and managing itineraries
- Skilled in onboarding and training new employees
- Ability to facilitate effective communication between team members and external partners

- Competitive salary range
- Comprehensive health benefits including medical, dental, and vision coverage
- 401(k) retirement plan with company match
- Paid time off (PTO) and holidays
- Flexible work schedule
- Remote work opportunities
- Professional development and training programs
- Career growth and advancement opportunities
- Employee wellness programs
- Technology stipend for remote work setup
- Access to virtual courses and workshops
- Employee discount programs
- Parental leave benefits
- Employee recognition and rewards programs
- Inclusive and supportive work environment
- Team-building and social events
- Opportunity to contribute to innovative projects and initiatives
- Tuition reimbursement programs
- Access to mental health resources and support
- Participation in volunteer and community service programs