Vialogic

Executive and Personal Assistant

operationsfull-timeRemote (United States)

SALARY

$50k – $60k/yr

WORK TYPE

remote

JOB TYPE

full-time

INDUSTRY

general

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About the role

<h2 data-section-id="lu8iu7" data-start="756" data-end="792">Start Your Adventure at Via Logic</h2>

Duration: Full-time, W2 position Salary: $50,000-60,000 annually Experience Required: 2-3 years Location: Fully remote within the United States. Preference will be given to candidates located in DC, GA, FL, IL, MS, NC, OH, PA, TN, TX, UT, VA, and VT.

Your Adventure Begins Here

At Via Logic, we’re a growing government contracting company looking for a highly organized, resourceful, and dependable Executive and Personal Assistant to provide hands-on support to company leadership.&nbsp;At the heart of this role is helping our leaders stay organized, prepared, and focused by taking ownership of the administrative details that keep both their workdays and the business moving forward. Your responsibilities will span executive assistance, personal assistance, financial administration, basic company communications, and general administrative support. One day you may be coordinating calendars, meetings, or travel; the next you may be submitting and tracking invoices, researching a personal request, preparing a quick company LinkedIn post, organizing documentation, or tackling an unexpected administrative need. This is a great opportunity for someone who enjoys variety, takes pride in being reliable and responsive, and loves being the person others can trust to say, “I’ll take care of it.”

Your Mission

<h3 data-section-id="31gd69" data-start="237" data-end="293">Executive Support</h3>

<ul>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Provide day-to-day administrative support to company leadership, including calendar management, scheduling, meeting coordination, travel arrangements, reminders, follow-ups, and general correspondence.</li>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Help leaders stay ahead of commitments by tracking important dates, deadlines, action items, and outstanding requests.</li>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Prepare for meetings and business activities by coordinating logistics, gathering information, organizing materials, and following up on next steps.</li>

<li style="font-family: helvetica, arial, sans-serif;">Handle confidential and sensitive information with sound judgment, discretion, and professionalism.</li>

</ul>

<h3 data-section-id="263ieh" data-start="1706" data-end="1737">Personal Assistance</h3>

<ul>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Provide personal administrative support to company leadership as needed, including scheduling appointments, making reservations, coordinating personal travel or logistics, conducting research, assisting with purchases and orders, and handling other day-to-day requests.</li>

<li style="font-family: helvetica, arial, sans-serif;">Approach personal requests with the same level of organization, discretion, responsiveness, and follow-through expected of executive business support.</li>

</ul>

<h3 data-section-id="1awnhl0" data-start="1957" data-end="1999">Finance &amp; Administrative Support</h3>

<ul>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Assist with routine financial administration, including preparing, submitting, organizing, and tracking invoices, expense reimbursements, receipts, and supporting documentation.</li>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Maintain accurate trackers for invoices, payments, expenses, and other administrative items and follow up when information or action is outstanding.</li>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Coordinate with accounting, vendors, customers, and other business partners to help ensure documentation is complete and submitted on time.</li>

<li style="font-family: helvetica, arial, sans-serif;">Support basic recordkeeping, document organization, and other financial administrative activities as needed.</li>

</ul>

<h3 data-section-id="m00khz" data-start="2218" data-end="2249">Company Communications &amp; Social Media Support</h3>

<ul>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Draft and post straightforward company updates to LinkedIn and other company channels using provided information, existing templates, and AI tools such as ChatGPT.</li>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Support routine posts related to company events, employee milestones, hiring, announcements, and other company activities.</li>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Coordinate photos, details, and approvals needed to keep company updates timely and accurate.</li>

<li style="font-family: helvetica, arial, sans-serif;">This is an administrative communications responsibility rather than a marketing or social media strategy role.</li>

</ul>

<h3 data-section-id="1jq2mts" data-start="2474" data-end="2496">General Administrative Support</h3>

<ul>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Assist with the wide variety of administrative needs that arise in a growing small business, including vendor coordination, purchases and orders, document management, maintaining trackers and shared files, event logistics, research, and other special requests.</li>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Help maintain company SOPs, templates, records, and administrative resources.</li>

<li class="isSelectedEnd" style="font-family: helvetica, arial, sans-serif;">Take ownership of routine requests and follow-ups, proactively keeping track of open items and helping ensure tasks do not fall through the cracks.</li>

<li style="font-family: helvetica, arial, sans-serif;">Be comfortable jumping into new administrative needs, learning new systems, and figuring out how to move a request from “we need this” to “done.”</li>

</ul>

<h3 data-section-id="8vvk5g" data-start="337" data-end="374">Your Required Skills &amp; Experience</h3>

Education

<li style="font-family: helvetica, arial, sans-serif;" data-section-id="1ms925d" data-start="390" data-end="556">Associate’s or bachelor’s degree preferred, or an equivalent combination of education and professional experience.</li>

</ul>

Experience

<ul>

<li style="font-family: helvetica, arial, sans-serif;">2–3 years of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, Office Coordinator, or in a similar administrative support role.</li>

<li style="font-family: helvetica, arial, sans-serif;">Experience directly supporting executives, senior leaders, business owners, or other decision-makers preferred.</li>

<li style="font-family: helvetica, arial, sans-serif;">Experience managing calendars, meetings, travel, follow-ups, and competing priorities.</li>

<li style="font-family: helvetica, arial, sans-serif;">Experience with routine financial administration such as invoices, expenses, receipts, payment tracking, or vendor coordination.</li>

<li style="font-family: helvetica, arial, sans-serif;">Experience handling confidential or sensitive information with discretion.</li>

<li style="font-family: helvetica, arial, sans-serif;">Demonstrated ability to work independently and stay organized in a remote environment.</li>

</ul>

Skills

<li style="font-family: helvetica, arial, sans-serif;" data-section-id="13zsy79" data-start="1300" data-end="1368">Exceptional organization and attention to detail.</li>

<li style="font-family: helvetica, arial, sans-serif;" data-section-id="13zsy79" data-start="1300" data-end="1368">Strong follow-through and ability to keep track of multiple open items simultaneously.</li>

<li style="font-family: helvetica, arial, sans-serif;" data-section-id="13zsy79" data-start="1300" data-end="1368">Excellent written and verbal communication.</li>

<li style="font-family: helvetica, arial, sans-serif;" data-section-id="13zsy79" data-start="1300" data-end="1368">Professionalism, discretion, and sound judgment.</li>

<li style="font-family: helvetica, arial, sans-serif;" data-section-id="13zsy79" data-start="1300" data-end="1368">Ability to anticipate needs and identify next steps without always waiting for detailed instructions.</li>

<li style="font-family: helvetica, arial, sans-serif;" data-section-id="13zsy79" data-start="1300" data-end="1368">Resourceful and comfortable researching solutions independently.</li>

<li style="font-family: helvetica, arial, sans-serif;" data-section-id="13zsy79" data-start="1300" data-end="1368">Ability to adjust quickly when priorities or schedules change.</li>

<li style="font-family: helvetica, arial, sans-serif;" data-section-id="13zsy79" data-start="1300" data-end="1368">Comfortable learning and using new technology and business systems.</li>

<li style="font-family: helvetica, arial, sans-serif;" data-section-id="13zsy79" data-start="1300" data-end="1368">Comfortable using AI tools such as ChatGPT for routine administrative and communication support.</li>

</ul>

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