Full-Time Personal Assistant

Job Description

ABOUT JOB

We are seeking a highly organized, proactive Personal Assistant to directly support the Director of Operations and assist with daily administrative and operational workflows.

This is a high-trust, high-responsibility role for someone who thrives in structured systems and fast-paced environments.

Position Overview

This is a full-time remote position with variable hours based on business demand. Some evenings and occasional weekends may be required.

The ideal candidate is proactive, detail-oriented, systems-minded, and comfortable managing multiple operational platforms at once. You must be professional, dependable, and capable of handling confidential client information with discretion and accuracy.

Key Responsibilities➤ Calendar & Scheduling

• Manage complex calendar coordination
• Confirm client and provider appointments
• Send reminders and track reschedules
• Monitor deadlines and time-sensitive tasks

➤ Communication & Phone Support

• Handle incoming calls using multi-line phone systems with excellent phone etiquette
• Draft professional emails and client communications
• Monitor Slack channels and flag urgent matters
• Assist with internal leadership communications
• Ensure follow-ups are completed timely and accurately

➤ Quality Assurance (QA) & Administrative Support

• Perform Quality Assurance reviews on documents prior to submission to ensure accuracy, completeness, and formatting standards are met
• Verify client information, dates, documentation consistency, and proper file organization
• Identify discrepancies or missing information and escalate appropriately
• Prepare, proofread, and transcribe documents, reports, emails, and correspondence with accuracy and clarity

➤ Google Sheets & Workflow Tracking

• Create, manage, and maintain organized Google Sheets to track tasks, deadlines, client follow-ups, and operational workflows
• Develop structured tracking systems that improve accountability and efficiency
• Utilize formulas, dropdown menus, conditional formatting, and basic automation within Google Sheets
• Maintain real-time visibility on open items and report status updates as needed

➤ Operations & Systems Management

• Assist with task management systems (ClickUp, Dubsado, or similar platforms)
• Maintain organized digital filing systems
• Track invoices, fax confirmations, documentation, and internal workflow items
• Support intake and preparation departments with coordination and follow-up

⏰ Schedule Expectations

• Full-time position
• Hours will vary based on operational needs
• Must be available during Eastern Standard Time business hours
• Some evening and weekend availability may be required
• Flexibility and responsiveness are essential

✅ Required Qualifications

• 2+ years experience as a Personal Assistant or Administrative Assistant
• Strong written and verbal communication skills
• Experience using multi-line phone systems
• Strong proficiency in Google Workspace
• Demonstrated ability to create and manage structured Google Sheets
• High attention to detail
• Exceptional organizational skills
• Ability to handle confidential information professionally
• Reliable internet connection and dedicated home workspace

Compensation

• Starting Pay: $19.00 per hour
• Long-term growth opportunity for strong performers

This role is ideal for someone who values structure, accountability, and growth while supporting a mission-driven organization serving veterans.

Pay: $18.00 – $19.00 per hour

Benefits:

• Paid time off

Work Location: Remote

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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