VaVa Virtual Assistants

Executive Assistant

• Provide high-quality administrative support to clients, and occasionally collaborate with fellow VaVa team members as an opportunity for growth and to increase level of service
• Effectively manage tasks, projects, and deadlines always to meet client expectations
• Maintain open communication with the client, external stakeholders, and the VaVa team
• Provide the utmost care to keeping sensitive and confidential information private and secure at all times
• Manage calendars, schedule meetings, and coordinate appointments for recruiters and candidates
• Handle phone calls, emails, and correspondence related to recruitment activities
• Prepare and distribute recruitment-related documents such as job descriptions, offer letters, and interview schedules
• Maintain organized and up-to-date recruitment files and databases
• Serve as the main point of contact for candidates throughout the recruitment process, providing them with necessary information and support
• Coordinate and conduct candidate video interviews
• Collect and organize candidate feedback from interviewers and hiring managers
• Assist in the onboarding process for new contractors and employees, ensuring all necessary paperwork is completed accurately and on time
• Assist recruiters in sourcing and reviewing candidates through various channels, including job boards, social media, and professional networks
• Help in screening resumes and sending initial candidate assessments
• Track recruitment metrics and generate reports as needed
• Collaborate with hiring managers, team members, and clients to understand their recruitment needs and priorities
• Communicate effectively with candidates, hiring managers, and clients to provide updates and gather necessary information
• Identify opportunities to streamline, improve, and automate recruitment processes and procedures
• Stay updated on industry best practices and trends in recruitment and suggest innovative solutions to enhance efficiency and effectiveness

Recruitment Executive Assistant

• Organize, maintain, and manage legal documents and case files.
• Conduct legal research and summarize findings for attorneys.
• Prepare, draft, and review legal documents and correspondence.
• Manage and coordinate schedules for legal meetings and court appearances.
• Handle professional communication with clients and external stakeholders.
• Assist in the preparation and organization of case files.
• Track case progress and ensure timely submission of documentation.
• Assist with billing and invoicing for legal services.
• Monitor compliance with court orders and legal requirements.
• Provide administrative support during trials, hearings, and depositions.
• Coordinate travel arrangements for attorneys.
• Ensure confidentiality of sensitive and confidential information.
• Maintain and manage client relationships with regular updates.
• Assist in the coordination and management of legal projects.
• Utilize legal-specific software and tools for document management and research.
• Other Executive Assistant responsibilities as requested.

Legal Executive Assistant

Account Executive

• Manage client accounts and relationships
• Provide administrative support to clients
• Draft sales emails and proposals
• Schedule and coordinate sales calls
• Develop and maintain a lead database
• Analyze metrics to gauge campaign effectiveness

Sales Executive Assistant

• Managing the account and client relationship with a strong emphasis on legal-geared tasks
• Providing comprehensive legal administrative support
• Preparing legal documents, conducting research, and managing case files
• Leading and managing client accounts and interactions
• Understanding and anticipating client needs while also communicating progress and updates
• Addressing challenges and problem solve without compromising quality of service
• Demonstrating a commitment to excellence in high-quality work and attention to detail
• Handling communication with donors, partners, board members, community stakeholders, and vendors
• Assisting in the preparation and organization of program files, board materials, and initiative documentation
• Ensuring all sensitive and confidential information is handled with the utmost care
• Maintaining and managing relationships with stakeholders providing regular updates and ensuring high levels of engagement and satisfaction
• Organizing, maintaining, and managing organizational records, program documents, and internal files
• Conducting research on funding opportunities, partners, or policy issues and summarizing findings for leadership
• Managing and coordinating schedules for executive meetings, board meetings, and organizational events

Nonprofit Executive Assistant

Sales

• Support all sales-related administrative and operational tasks
• Monitor multiple inboxes daily, including the Founder’s email, shared sales inbox, and assigned folders
• Draft, prepare, and organize sales-related email responses using approved templates
• Maintain email thread continuity by replying within existing conversations whenever possible
• Identify time-sensitive sales communications and prioritize accordingly
• Monitor referral-related emails and prepare thank-you drafts when applicable
• Manage scheduling-related email communication for sales activities
• Add, update, and maintain all leads in Monday.com CRM
• Accurately track lead sources, referral details, statuses, and follow-up timelines
• Ensure CRM data accuracy to support reporting and analytics
• Monitor Calendly daily to ensure sales calls are confirmed and properly scheduled
• Draft sales proposals and proposal emails using approved templates
• Prepare and send contracts
• Prepare weekly sales reports and analytics using Calendly and CRM data
• Assist with sales-related one-off projects, outreach initiatives, follow-ups, and automation
• Support light social media sales monitoring

Recruitment Executive Assistant

Legal Executive Assistant

Sales Executive Assistant

Nonprofit Executive Assistant

Virtual Sales Assistant – Co-Founder