About this role
Role Overview
We are sourcing a proactive and organised Virtual Administrative Assistant for a growing title agency based in the United States. The business owner is in the early stages of scaling her company and needs reliable support to free up her time from day-to-day admin tasks — allowing her to focus on business development and client relationships.
This is a part-time role with clear potential to grow into a full-time position as the business expands. The right candidate will be someone who thrives in a startup environment, is comfortable wearing multiple hats, and takes genuine ownership of the tasks assigned to them.
Key Responsibilities
Email & Inbox Management
Monitor, sort, and organise a high-volume Outlook inbox
Set up and maintain folder structures and inbox rules
Flag priority emails and action items for the business owner's attention
Draft or respond to routine correspondence as directed
Administrative & Data Entry
Perform accurate data entry across business systems
Organise and rename digital files uploaded to Google Drive
Ensure documents are correctly filed and easy to locate
Assist with scanning, uploading, and categorising receipts and financial documents
QuickBooks Support
Create and send invoices based on provided information
Record payments following step-by-step instructions from the business owner
Support basic data entry in QuickBooks across two business entities
Note: Full bookkeeping responsibilities are not required at this stage — instructions will be provided
Scheduling & Calendar (Growth Area)
Assist with scheduling meetings and managing appointments as the role evolves
Coordinate calendars and send meeting invites as required
Support business development activity by helping organise outreach and follow-ups
General Operations Support
Create simple flyers or documents as requested
Assist with ad hoc admin tasks and projects as they arise
Proactively identify ways to streamline and improve day-to-day operations
Role Requirements
Experience
Minimum 3–4 years of experience in a virtual assistant, administrative, or operations support role
Proven track record of managing high volumes of administrative tasks independently
Experience working remotely with US-based clients or businesses preferred
Software & Tools
Outlook — proficient in inbox management, folder structures, and calendar use (Required)
Google Drive — confident in file organisation and document management (Required)
QuickBooks — basic data entry and invoicing experience (Required; full bookkeeping not necessary)
Microsoft Office / Google Workspace — general proficiency (Required)
Core Skills
Highly organised with strong attention to detail
Excellent written communication skills in English
Comfortable working autonomously with minimal supervision
Adaptable and willing to take on new tasks as the business grows
Discretion and professionalism when handling sensitive business information
Nice to Have
Experience supporting a business owner in a startup or early-stage company
Familiarity with basic bookkeeping concepts and financial record-keeping
Experience creating simple marketing materials or flyers
Background in real estate, title or legal admin (not required)