Virtual Administrative Assistant

MindAqua is looking for a responsible and resourceful Virtual Administrative Assistant to join our team. Working remotely, the Virtual Administrative Assistant will provide experienced, detail-oriented, deadline-driven administrative support and coordination to the Manager. The position requires an organized, politely assertive, articulate professional who can interact effectively with the Manager and other executives, and work collaboratively with his/her colleagues. The position requires clarity of thought, exemplary communication skills and tactfulness, superior organizational skills, ability to be discreet, ability to manage complex and competing priorities, attention to detail, strong customer service orientation, strong character, and flexibility. The ideal person for the job is someone who responds positively to work challenges and proactively solves problems. The position will require occasional late evenings and weekends. Virtual assistant will be responsible for providing a variety of routine and complex clerical, administrative and technical work and administrative assistance to the manager. This position will assist with establishing and managing social media tools and website upkeep, and other duties as assigned. This position requires exercising independent judgment, high ethical standards, and strict confidentiality. Virtual Administrative Assistant will work full time. For the right candidate, this position may have a more flexible schedule. Key Responsibilities: - Coordinate meetings, including communications, material development, meeting planning, reserving meeting space, and post-meeting follow up review. - Troubleshoot, make independent judgments or referrals to , or redirect to provide solutions to issues raised or identified. - Support the manager through drafting, proofing, and/or editing confidential correspondence on a routine basis; ensure all legal and finance documents are signed and recorded. - Process incoming email – Organize, follow-up and summarize. - Process checks – Update tenant accounts to reflect checks received, credit to appropriate bank accounts. - Process invoices and receipts – Creating bills, payables and corresponding checks in AppFolio. - Organize Fundraiser and Donations website - Follow up with donors who have outstanding balances. - Recruit new employees - Summarize all important work done each day and what the plan is for the next day. - Coordinate company events - Coordinate annual Holiday activities - Point of contact for local external vendors - Completes special projects as assigned Desirable Qualifications - A bachelors degree in technology or business - Demonstrated organizational and project management skills, including the ability to manage multiple projects and competing priorities in a fast-paced, deadline-driven environment - Superb interpersonal communication skills, including impeccable verbal and written communication skills, exceptional proofreading and copy editing skills - Proactive, self-starter capable of advanced planning and ability to anticipate the needs of busy executives - Time and task management skills - Results orientation with high expectations for quality and accuracy - Flexibility and willingness to handle new and different tasks and ability to work in a team environment - Ability to exercise sound judgment; critical thinker, communicative, and consultative problem solver - Advanced skills in Microsoft Office, particularly with Outlook, PowerPoint, and Excel - Is collaborative and can work with a variety of people at all levels - Ability to work independently and with minimal supervision. - Ability to think and plan multiple steps ahead - Cool, calm demeanor under stress - Must have strong time management skills - Some college or equivalent work-related experience - Strong computer skills are imperative (MS Windows, Word, Excel, Access, PowerPoint, Outlook) - Proficient in use of social media tools such as Facebook, Twitter, Instagram, - Provide administrative support for employee orientation, recruitment, and HR-related tasks. - Assist with coordinating materials and managing logistics for trainings and workshops. - Provide administrative support to executives and staff across all offices