Executive Assistant

• Post property photos, videos, testimonials, and marketing content across social media platforms using provided materials and captions.
• Upload listing media, property videos, and virtual tours to websites and marketing platforms.
• Create social media thumbnails, open house posts, and listing marketing assets using Canva and templates.
• Send marketing materials, listing updates, and follow-up instructions to sellers and agents.
• Maintain and update agent bios, headshots, and marketing profiles.
• Transfer and organize lead and prospect data into CRM systems and tracking spreadsheets.
• Compile marketing performance data and update internal reporting boards.
• Organize listing folders, digital assets, and marketing documentation.

Marketing Virtual Assistant – Real Estate

• Monitor multiple inboxes to triage and respond to client questions and concerns
• Perform ad hoc payment, invoice management, file management, etc
• Manage a calendar including scheduling, meetings, and travel arrangements
• Serve as a contact between employees, clients, and external partners
• Prepare/ edit correspondence, communications, presentations, reports, and other docs
• Coordinate meetings, set agendas, take minutes, and prepare follow ups / action items
• Perform other ad-hoc tasks with limited instruction as needed
• Assist with project management tasks (track deadlines/ coordinate to ensure success)
• Assist with business administrative and personal tasks as needed
• Create SOPs and other documentation as needed

• Manage administrative tasks and day-to-day operational support for the Executive Director and team.
• Handle project management and task coordination, ensuring work moves from start to finish without follow-up reminders.
• Maintain organized records, documents, and files using Google Suite and/or Microsoft Office tools.
• Manage scheduling, calendar coordination, and meeting preparation.
• Support internal communications and correspondence.
• Assist with presentation preparation, including tools such as PowerPoint or Canva.
• Manage CRM or task management platforms (Asana, Trello, Slack, or similar tools).
• Support any additional administrative and operational tasks as needed.

Executive Virtual Assistant

• Monitor and manage email inbox, flagging and responding to routine communications.
• Follow up with clients on unpaid balances, unsigned contracts, and pending actions.
• Manage contract tracking and coordination, including follow-up for retreats, teacher trainings, and studio programs.
• Track and coordinate giveaway campaigns and promotional outreach (e.g., following up with partner organizations on Instagram or other channels to confirm class pass usage).
• Support client follow-up using studio management software (MindBody, LoyalSnap, FitGrid) once trained.
• Assist the sales director with warm outreach to existing clients, including text and email follow-up sequences.
• Send newsletters and email campaigns to existing client lists using email platforms (MailChimp, ConvertKit, or similar).
• Post content to social media platforms as directed (no content creation or graphic design required).
• Support membership retention outreach, including communicating with auto-renewal members.
• Support scheduling, calendar coordination, and general administrative tasks across multiple business units.
• Help document processes and build SOPs over time.

Part-Time Virtual Assistant

• Conduct outbound calls to Bronx NY USA residents to assess eligibility for Medicaid support programs.
• Clearly explain program benefits and next steps in both Spanish and English.
• Communicate warmly and professionally with patients and families, addressing questions and concerns.
• Collect basic information and transfer interested individuals to the intake team.
• Document call outcomes and notes accurately in the system, keeping records organized.
• Follow up with applicants and manage callbacks to support program enrollment.
• Maintain a high standard of cultural competence and empathy when engaging with elderly and low-income populations.

Virtual Assistant, Spanish Outreach Caller – Medicaid Program

• Manage the Director’s calendar, including:
• Internal meetings
• Attorney check-ins
• Vendor calls
• Performance reviews
• Project deadlines
• Coordinate daily workflows and ensure meeting preparedness with agendas, documents, and follow-up items
• Organize SOP updates, training materials, and operational projects
• Maintain organized digital files, shared drives, and project management systems
• Prepare meeting summaries, reports, and action item trackers
• Assist with monitoring:
• Case pipeline metrics
• Intake performance
• Departmental KPIs
• Support audits of case files, intake calls, and workflow compliance processes
• Coordinate communication between consulting clients and legal teams
• Assist with vendor coordination involving:
• Medical providers
• Investigators
• Experts
• External partners
• Draft professional emails, internal communications, announcements, and memos
• Facilitate communication between attorneys, paralegals, intake specialists, administrative staff, and leadership teams
• Maintain strict confidentiality and professionalism in all communications and documentation
• Track operational initiatives including:
• SOP rollouts
• Training implementation
• Technology initiatives
• Performance improvement plans
• Assist in preparing training materials, checklists, and documentation
• Coordinate meetings, workshops, and training sessions
• Monitor deadlines and ensure operational tasks are completed on time
• Maintain spreadsheets, dashboards, and operational performance trackers
• Support administrative and reporting workflows using cloud-based tools and project management platforms
• Assist in improving organizational efficiency through technology and process organization

Executive Assistant – Legal Operations

• Accurately document patient visits and medical notes
• Assist providers with detailed medical documentation
• Ensure completeness and accuracy of patient records
• Support SOAP note preparation and clinical documentation workflows
• Reduce documentation burden on medical assistants
• Handle inbound and outbound patient calls professionally
• Assist with patient communication and follow-up
• Support administrative coordination related to patient care
• Assist with patient triage support
• Help route patient concerns appropriately
• Support clinic administrative workflows and documentation tasks

Bilingual Medical Scribe, Patient Support Virtual Assistant

• Provide administrative support to ensure efficient operation of the office
• Manage schedules to ensure all appointments and meetings are well-coordinated
• Handle correspondence, including emails and phone calls, professionally and timely
• Organize files systematically for easy retrieval and management
• Assist with various tasks to facilitate smooth workflow

Virtual Assistant

• Own and manage the CFO’s calendar across multiple Google accounts, ensuring optimal prioritization, scheduling, and time allocation
• Triage and manage inbox communications, drafting responses and handling correspondence on behalf of the CFO
• Prepare meetings end-to-end: agendas, materials, briefing docs, and ensure follow-ups and action items are executed
• Oversee vendor and contract administration across 20+ active vendors, including tracking deliverables and performance
• Manage renewal calendars, proactively flagging upcoming deadlines and negotiating timelines where needed
• Support exit readiness initiatives, including coordination of documentation and M&A data room preparation
• Coordinate with legal teams on contracts, compliance, and documentation workflows
• Book and manage complex travel arrangements, including multi-leg and international itineraries
• Handle personal and property-related coordination tasks with a high level of discretion and reliability
• Build and optimize internal systems using tools like Google Workspace, Slack, Notion, and DocuSign
• Leverage AI tools (e.g., Claude, ChatGPT) to streamline workflows, automate tasks, and improve efficiency

C-Level Executive Assistant

• Chat with travelers via WhatsApp to understand their preferences and deliver personalized recommendations
• Respond quickly and thoughtfully to incoming inquiries with initial responses landing within 10 to 20 minutes during your shift
• Handle special requests and ensure smooth communication between clients and hotels or vendors
• Maintain a calm, professional, and reassuring tone even when plans change at the last minute
• Research and recommend hotels, restaurants, and attractions using AI tools and reliable online sources
• Verify every detail including location, timing, currency, and amenities before confirming bookings
• Coordinate hotel reservations, car rentals, and travel logistics across multiple booking platforms
• Write and curate destination guides and travel recommendations that blend editorial polish with practical, on-the-ground insight
• Collaborate with the marketing team to highlight exceptional hotels and destinations for social content
• Stay current on travel trends, new openings, and hidden gems worth knowing about
• Think fast and find creative solutions when plans shift due to flight delays, cancellations, or unexpected changes
• Communicate clearly and calmly under pressure to maintain client confidence and satisfaction

Virtual Assistant, Travel Concierge

• Gestionar políticas a lo largo del ciclo de vida completo: cotizar, vincular, modificar, renovar
• Procesar modificaciones, cancelaciones y actualizaciones de pólizas con precisión y eficiencia
• Manejar renovaciones y remarketing para garantizar una cobertura y precios competitivos
• Mantener registros precisos y actualizados dentro del sistema de gestión de agencias
• Comunicación con clientes a través de teléfono, correo electrónico y mensajería
• Explicar claramente las opciones de cobertura, términos de póliza y primas
• Apoyar a los clientes con cambios de póliza y consultas de servicio
• Realizar cotizaciones multiaseguradoras y comparaciones de cobertura
• Trabajar directamente con las aseguradoras para vincular, modificar y renovar pólizas
• Navegar por portales de aseguradoras y requisitos de suscripción de manera efectiva

• Manage executive calendar, email, and daily administrative workflows
• Ensure all assigned tasks are completed without repeated follow-ups
• Provide daily updates confirming task completion and status
• Convert ideas, discussions, and priorities into structured plans, checklists, and timelines
• Own projects from ideation through execution and completion
• Build and maintain scalable operational systems and documentation
• Review contracts for accuracy and ensure proper uploads (24–48 hour turnaround SLA)
• Manage transaction coordination using SkySlope
• Support CRM workflows using BoldTrail
• Maintain compliance-ready documentation and audit trails
• Support agents with technical troubleshooting and system guidance
• Assist with onboarding documentation and training materials
• Maintain and update structured onboarding and operational checklists
• Ensure smooth handoffs between processes and team members
• Provide clear, structured updates on ongoing tasks and initiatives
• Prepare weekly coaching call materials and agent performance summaries
• Track agent metrics and assist in monthly performance reporting
• Escalate issues proactively when blockers arise
• Identify and flag promising leads for follow-up
• Perform initial outreach where needed (non-closing role)
• Ensure timely routing of leads to leadership for follow-up
• Manage social media updates and agent recognition posts
• Support retention efforts through communication and engagement initiatives

Senior Executive Assistant

• Fielding incoming calls, texts, and emails
• Answering client questions and providing price quotes
• Selling customers on home inspection bookings
• Scheduling home inspection appointments
• Responding to general office correspondences
• Providing great customer experience

• Manage a complex, multi-business calendar across the EST time zone with LATAM overlap
• Coordinate meetings, priorities, and schedule changes efficiently
• Handle guest communications via booking platforms
• Respond to inquiries promptly and professionally
• Convert inquiries into confirmed bookings
• Schedule and follow up with contractors (e.g., maintenance, gardening)
• Coordinate service visits and block calendars accordingly
• Ensure smooth day-to-day property operations
• Oversee personal and household logistics connected to rental operations
• Keep systems organized and running efficiently
• Assist across multiple startup projects with ad-hoc tasks
• Learn new tools quickly and execute new initiatives
• Support general business operations as needed
• Monitor booking platforms for occasional guest questions outside standard hours
• Handle rare urgent issues (e.g., check-in problems, property incidents)

Executive Assistant – Operations

• Own and manage the COO’s calendar, including scheduling, prioritization, and conflict resolution
• Act as a gatekeeper for the COO’s time, protect focus blocks and push back diplomatically when needed
• Coordinate meetings across multiple stakeholders with time-sensitive deadlines
• Manage the COO’s inbox: triage messages, flag urgent items, draft responses, and ensure follow-through
• Draft and send internal communications to attorneys, paralegals, case managers, and staff on behalf of the COO
• Handle external correspondence with vendors, courts, opposing counsel, and referral partners
• Relay COO directives across departments and track deliverables through completion
• Coordinate with vendors: schedule calls, track open items, and follow up on agreements
• Maintain operational documents, SOPs, and firm-wide reference materials
• Prepare materials for leadership meetings and reporting
• Support HR-adjacent tasks, including drafting personnel communications and tracking documentation
• Track and proactively flag key legal dates: mediations, depositions, hearings, and trials
• Liaise with attorneys and paralegals to align the COO’s calendar with active litigation timelines
• Coordinate logistics for legal events (mediators, court reporters, vendors, etc.)

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