Job Title: Virtual Administrative Assistant About the Role This is a unique opportunity to work as a virtual administrative assistant, providing essential support to the CEO and internal teams across multiple business functions. As a key member of our team, you will ensure smooth daily operations and manage tasks related to accounting, email communication, sales support, project coordination, and general administration. Key Responsibilities: Accounting Support - Reconcile bank and credit card transactions in cloud-based accounting software. - Upload receipts and invoices to Hubdoc for seamless financial management. - Monitor and follow up on overdue accounts receivable, ensuring timely payment from clients. - Track and process accounts payable, guaranteeing timely invoice payments to vendors. - Communicate with vendors or clients regarding payment updates, maintaining excellent relationships. Email Support - Review and triage emails daily in Gmail for the CEO and general studio inbox, prioritizing urgent messages. - Respond to booking, invoice, and basic inquiry emails on behalf of the CEO, maintaining a professional tone. - Prepare and send invoice proposals as directed, ensuring accuracy and attention to detail. - Identify and unsubscribe from unwanted email lists, protecting the company's online presence. - Delete or archive spam and cold sales emails, keeping the inbox organized. - Flag important emails that require CEO response, ensuring timely action. Sales Support - Follow up weekly on open quotes and proposals, nurturing leads and closing deals. - Use Shopify to review order activity and identify trends, optimizing sales strategies. - Build and update lists of potential clients based on CEO criteria, expanding our network. - Use Calendly to book meetings for the CEO with prospects and current clients, streamlining scheduling. - Coordinate and schedule final consultations for wedding clients and follow up on proposals sent, ensuring seamless client experiences. - Track client communication history and next steps in a shared CRM or project tool, maintaining accurate records. Project Support - Execute basic administrative tasks using Google Docs or Sheets, supporting project managers and collaborators. - Build project timelines and task lists in project management software, ensuring effective collaboration. - Follow up weekly with project managers or collaborators for updates, ensuring progress aligns with expectations. - Track task completion and escalate issues to the CEO when deadlines are at risk, maintaining transparency. - Maintain project documentation in Google Drive, ensuring easy access to crucial information. Administrative Support - Check and update the weekly supply list, ensuring office essentials are always available. - Place online orders for office or studio supplies as needed, streamlining procurement processes. - Organize shared digital files and folders in Google Drive, maintaining a tidy digital workspace. - Support occasional design tasks in Canva (e.g., event invites, client documents), showcasing creativity. - Maintain and update internal records, checklists, and SOPs, ensuring compliance and efficiency. - Provide general support across departments as directed by the CEO, adapting to evolving needs. Requirements: - Proven experience in administrative, accounting, or project coordination roles. - Exceptional organizational and time management skills, ensuring seamless execution. - Strong written communication skills with attention to tone and detail, maintaining a professional image. - High level of discretion and professionalism when handling sensitive business and financial information, upholding confidentiality. - Ability to work independently, prioritize tasks, and meet deadlines, demonstrating self-motivation. - Proficiency in using a variety of different cloud-based softwares for accounting, e-commerce, email management, scheduling, creation of marketing assets. Bonus Requirements: - Experience with Xero reconciliation and managing accounts payable/receivable. - Familiarity with Shopify order management and backend operations. - Confidence using Calendly for scheduling complex meeting types. - Basic design skills in Canva following brand guidelines. About Us We're Freelance Latin America, a platform connecting professionals with meaningful remote opportunities. We value input from our team members and strive to create a healthy work environment. What We Offer: - Competitive pay in US Dollars. - The chance to work with respected business professionals, broadening your network. - A dynamic, supportive team environment. - Different payment methods (Zelle, Face Bank, Binance). - Bi-weekly payments. - Birthday and work anniversary celebrations. - Alliances with many brands grant extra benefits to freelancers. - Weekly recreation dynamics fostering a healthy work environment. About This Opportunity This role requires consistent availability, set schedules defined by the client, and adherence to their company guidelines, communication practices, and workflows. KPIs and goals matter; performance will be measured to ensure alignment with client expectations and project objectives. You may need to complete training to fully understand your role, tools, and client processes. Commitment and responsibility are essential; we work with clients who rely on your dedication to deliver consistent, high-quality results. If you're ready to grow your career with us, apply only if you're committed, eager to learn, and take ownership of your role.