Position Summary
We are hiring a Virtual Administrative Assistant to provide structured day-to-day support across team communication, sales accountability, reporting, online reputation, marketing coordination, onboarding administration, referral tracking, property management support, and executive projects.
This role is best suited to someone who is highly organized, detail-oriented, proactive, and confident managing recurring administrative processes in a fast-moving environment. The Virtual Administrative Assistant will help keep teams informed, accountable, and on schedule while maintaining clear records, supporting leadership visibility, and improving consistency across routine operations.

Schedule: 10:30 AM to 02:30 PM, Lynnwood, WA Time 

Key Responsibilities

Daily Team Support & Communication

• Monitor Slack throughout the workday for important updates, unanswered questions, missed follow-ups, and items requiring immediate attention.
• Send daily progress, accountability, and end-of-day production messages.
• Monitor sales activity and flag low or declining activity trends for leadership review.
• Track incoming lead activity and help ensure sales team members do not miss lead calls.
• Track return leads and help ensure they are assigned and followed up promptly.
• Send reminders related to agency contests, bonuses, perks, deadlines, goals, and initiatives.
• Send weekend activity tracker notices and reminders when applicable.
• Communicate process changes, underwriting updates, RMP updates, and other operational reminders.
• Organize and reinforce important announcements so team members do not miss key information.

Reporting & Sales Accountability

• Prepare daily and weekly activity and production reports.
• Track quotes, items sold, talk time, close rate, call volume, outbound activity, lead volume, lead response, missed calls, return leads, and other established KPIs.
• Prepare Performology reports and weekly individual performance summaries.
• Identify declining activity, missed expectations, gaps in follow-up, and unusual trends for leadership review.
• Maintain monthly and historical production trackers.
• Prepare call volume and weekend activity reports when applicable.
• Compile information for leadership, coaching, and accountability meetings.
• Help prepare weekly role-play topics based on objections, sales opportunities, call reviews, and areas needing improvement.

Google Reviews & Online Reputation

• Draft and post approved responses to new Google reviews.
• Monitor Google review activity and notify the team of new reviews.
• Track individual and team Google review goals and maintain monthly progress reports.
• Help create messages encouraging satisfied customers to leave reviews.
• Monitor and maintain Yelp business information and assist with Yelp updates and review activity.
• Monitor other online business listings for accuracy when needed.

Marketing & Social Media Support

• Create marketing graphics in Canva using established branding.
• Create team recognition graphics, contest graphics, announcement graphics, birthday posts, anniversary posts, and milestone graphics.
• Assist with short-form video and Reel creation, including basic video editing when needed.
• Schedule approved social media content and maintain the social media content calendar.
• Organize agency photos, videos, testimonials, graphics, and marketing assets.
• Assist with Facebook and Instagram advertising support.
• Monitor basic Facebook ad performance and prepare simple reports.
• Repurpose existing content into social posts, Reels, stories, graphics, and other reusable formats.
• Maintain a library of reusable Canva and marketing templates.

New Employee Onboarding & Team Administration

• Coordinate the new employee onboarding checklist.
• Add new employees to required training systems, communication platforms, and related tools.
• Send onboarding materials and training schedules.
• Verify that required onboarding tasks are completed and track training completion.
• Maintain employee birthday and work anniversary calendars.
• Send birthday and anniversary reminders and coordinate approved messages, cards, gifts, or recognition.
• Assist with planning remote team celebrations, holiday activities, contests, and engagement initiatives.
• Maintain updated team contact lists and internal information records.

Client & Partner Referral Gift Card Management

• Track qualifying client and partner referrals.
• Send gift cards for qualifying referrals promptly and accurately.
• Maintain a referral gift card tracking log, including referral source, recipient, date received, gift card amount, and date sent.
• Send thank-you messages with referral gift cards when appropriate.
• Follow up on undelivered or unclaimed gift cards.
• Prepare monthly referral and gift card summaries.
• Track referral program gift card expenses and totals.
• Remind team members to properly document referral sources so rewards are not missed.
• Maintain client and partner referral thank-you templates.

Property Management Administrative Support

• Prepare and send monthly utility notices for properties.
• Maintain utility notice schedules and recurring property deadlines.
• Organize property notices, invoices, documents, and records.
• Maintain tenant communication templates.
• Provide reminders for leases, renewals, utilities, insurance, and other recurring property-related items.
• Assist with other routine property administration tasks as assigned.

Special Projects & Executive Support

• Research vendors, services, gifts, events, and team activities.
• Coordinate holiday gifts and remote team events.
• Maintain recurring administrative task calendars.
• Create and maintain checklists and SOPs for repetitive processes.
• Help organize agency files and administrative systems.
• Maintain a running list of outstanding items requiring follow-up.
• Follow up on delegated tasks to help ensure completion.
• Prepare a weekly summary of outstanding items for leadership.
• Identify repetitive administrative tasks that can be systemized or moved away from leadership.
• Assist with additional special projects as assigned.

Requirements | Core Qualifications

• Proven experience in administrative support, operations coordination, executive assistance, or a similar virtual support role.
• Strong organizational and time management skills with the ability to manage multiple recurring responsibilities at once.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to spot missed follow-ups, inconsistencies, and reporting gaps.
• Ability to work independently, follow through on tasks, and maintain a high level of accountability.
• Strong judgment when handling confidential, time-sensitive, or leadership-facing information.
• Ability to prioritize work effectively in a fast-paced environment.

Reporting & Analytics Skills

• Experience preparing daily, weekly, and monthly reports.
• Comfort tracking KPIs, performance trends, and operational metrics with accuracy.
• Ability to interpret sales activity, identify unusual patterns, and escalate concerns clearly.
• Strong spreadsheet and data-entry skills.

Systems & Tool Proficiency

• Proficiency with Slack, Google Workspace, and Microsoft Office or equivalent business tools.
• Experience using Canva for business graphics and visual content.
• Familiarity with social media scheduling tools and basic content calendar management.
• Comfort learning and managing multiple platforms for onboarding, communication, reporting, and task tracking.
• Experience working with CRM, sales reporting, or performance tracking systems is preferred.

Marketing & Reputation Support Skills

• Ability to draft professional responses to online reviews and team communications.
• Basic understanding of social media scheduling, content repurposing, and digital brand consistency.
• Ability to assist with Facebook and Instagram ad monitoring and basic results reporting.
• Basic video editing skills are an advantage.

Onboarding & Administrative Support Skills

• Experience coordinating checklists, internal processes, calendars, and recurring reminders.
• Ability to maintain accurate logs, trackers, and internal records.
• Experience supporting onboarding, team engagement, or internal coordination activities is preferred.

Personal Attributes

• Proactive and dependable.
• Highly responsive and follow-through oriented.
• Process-driven with a continuous improvement mindset.
• Professional, discreet, and respectful in team communication.
• Comfortable working behind the scenes to keep teams organized and accountable.

Preferred Experience

• Experience supporting sales teams, agencies, property management operations, or fast-paced service businesses.
• Experience with KPI reporting, performance accountability tracking, or coaching support preparation.
• Experience managing referral logs, reward tracking, or customer appreciation processes.
• Familiarity with online review platforms such as Google and Yelp.
• Experience creating SOPs, recurring workflows, and administrative systems that improve efficiency.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations (for full-time roles only)

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.