Torchora
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Key Responsibilities and Required Skills for Voice Assistant

💰 $45,000 - $70,000

AdministrationCustomer ServiceRemote Support

🎯 Role Definition

Are you a master of organization and a proactive problem-solver? We're looking for a dynamic and dedicated Voice Assistant to become an indispensable partner to our leadership team. In this pivotal role, you will be the central point of contact and the organizational backbone, ensuring seamless operations and enabling our executives to focus on strategic initiatives. You will handle a wide array of administrative, logistical, and project-based tasks, requiring exceptional communication skills, a high degree of discretion, and the ability to anticipate needs before they arise. This is more than just a support role; it's an opportunity to have a significant impact on our team's efficiency and success.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Customer Service Team Lead
  • Office Coordinator
  • Call Center Supervisor

Advancement To:

  • Senior Executive Assistant
  • Chief of Staff
  • Operations Manager
  • Customer Success Manager

Lateral Moves:

  • Project Coordinator
  • Office Manager
  • HR Coordinator

Core Responsibilities

Primary Functions

  • Proactively manage and coordinate complex, ever-changing calendars for multiple executives, including scheduling internal and external meetings across different time zones, resolving conflicts, and ensuring all participants have the necessary information and materials.
  • Coordinate comprehensive domestic and international travel arrangements, creating detailed itineraries for flights, accommodations, ground transportation, and meetings while adhering to company travel policies and budget.
  • Act as a gatekeeper, screening and prioritizing a high volume of emails and correspondence on behalf of executives, drafting professional responses, and flagging urgent matters for immediate attention.
  • Prepare and submit accurate and timely expense reports, meticulously reconciling corporate credit card statements and ensuring full compliance with company financial policies.
  • Conduct in-depth research on various topics, competitors, and potential clients as requested by the team, synthesizing information into clear, concise summaries, reports, and presentations.
  • Prepare, format, and distribute meeting materials, including agendas and presentations, and attend key meetings to take detailed minutes and diligently track action items to ensure follow-through.
  • Create, proofread, and format a wide range of professional documents, including reports, presentations, spreadsheets, internal communications, and client-facing proposals with an impeccable eye for detail.
  • Manage and maintain critical company databases and Customer Relationship Management (CRM) systems, ensuring the accuracy, integrity, and confidentiality of all client and internal data.
  • Act as a primary point of contact for internal and external stakeholders, handling inquiries with utmost professionalism and discretion, and routing them to the appropriate person or department.
  • Assist in the planning and coordination of virtual and in-person corporate events, workshops, and team-building activities, from initial brainstorming and vendor management to on-the-day logistics.
  • Provide administrative support for key business projects, including tracking project timelines, monitoring deliverables, and facilitating seamless communication and collaboration between team members.
  • Handle a variety of personal assistant tasks for executives as needed, allowing them to maximize their focus on critical business objectives and strategic leadership.
  • Liaise with external vendors, suppliers, and service providers to obtain quotes, place orders, manage service agreements, and resolve any issues that may arise.
  • Develop and maintain a systematic and logical digital filing system to ensure company documents, records, and resources are organized and easily accessible.
  • Identify opportunities for process improvement within administrative functions, proposing and implementing innovative solutions to enhance efficiency and productivity.
  • Assist in the creation and distribution of internal or external email newsletters and company announcements using marketing automation platforms.
  • Support the client onboarding process by preparing welcome materials, scheduling introductory calls, and ensuring all necessary digital paperwork is completed and filed correctly.
  • Transcribe audio and video recordings of meetings, interviews, and webinars with a high degree of accuracy and a quick turnaround time.
  • Provide first-level technical support and troubleshooting for common office software and communication tools, escalating more complex issues to the IT department.
  • Manage office supply inventory, placing orders as needed to ensure the team has the necessary resources to perform their jobs effectively.

Secondary Functions

  • Support ad-hoc data requests and exploratory research projects for various departments.
  • Contribute to the continuous improvement of administrative processes, documentation, and workflows.
  • Collaborate with various teams to facilitate cross-functional communication and ensure project deadlines are met.
  • Participate in team meetings and planning sessions, contributing ideas for enhanced efficiency and service delivery.

Required Skills & Competencies

Hard Skills (Technical)

  • Microsoft Office Suite: Expert-level proficiency in Outlook, Word, Excel, and PowerPoint for complex scheduling, document creation, data analysis, and presentations.
  • Google Workspace: Mastery of Gmail, Google Calendar, Docs, and Sheets for seamless collaboration and information sharing.
  • Communication Platforms: Advanced skills in using Slack, Microsoft Teams, and Zoom for real-time communication, virtual meetings, and team collaboration.
  • Project Management Tools: Proven experience with platforms like Asana, Trello, or Monday.com to track tasks, deadlines, and project progress.
  • CRM Software: Familiarity with CRM systems such as Salesforce or HubSpot for managing customer data and sales pipelines.
  • Expense Reporting Software: Proficiency with tools like Expensify or Concur for efficient expense tracking and submission.
  • Fast and Accurate Typing: High words-per-minute (WPM) count with exceptional accuracy for transcription and data entry tasks.
  • Digital File Management: Expertise in cloud storage solutions like Dropbox, Google Drive, or OneDrive and a knack for creating logical folder structures.
  • Online Research: Advanced ability to use search engines and online databases to quickly find and synthesize relevant information.
  • Travel Booking Platforms: Experience navigating online travel agencies (OTAs) and corporate booking tools to secure optimal travel arrangements.

Soft Skills

  • Exceptional Communication: Superior written and verbal communication skills, with the ability to articulate messages clearly, concisely, and professionally to any audience.
  • Impeccable Time Management: The ability to juggle multiple competing priorities, manage deadlines effectively, and re-prioritize tasks in a fast-paced environment.
  • Meticulous Attention to Detail: A sharp eye for detail that ensures accuracy and quality in all work, from scheduling to document proofreading.
  • Proactive Problem-Solving: A forward-thinking mindset with the ability to anticipate challenges, identify potential solutions, and take initiative without direct instruction.
  • High Level of Discretion: Unquestionable integrity and the ability to handle confidential and sensitive information with the utmost discretion and professionalism.
  • Adaptability and Flexibility: The capacity to thrive in a dynamic environment, embrace change, and adjust to shifting priorities with a positive attitude.
  • Resourcefulness: A can-do attitude and the ability to independently find answers and solutions to overcome obstacles.
  • Organizational Prowess: A natural talent for creating order from chaos, managing complex logistics, and maintaining systematic processes.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Business Administration
  • Communications
  • English
  • Hospitality Management

Experience Requirements

Typical Experience Range:

  • 3-5+ years of experience in an administrative support, executive assistant, or virtual assistant role.

Preferred:

  • Experience supporting multiple C-level executives or a large team in a fast-paced technology, finance, or professional services environment.
  • Proven track record of success in a remote or hybrid work setting.
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