CPT-11691 Administrative & Client Communications Virtual Assistant

• Monitor and organize incoming Gmail messages and client inquiries
• Respond to routine messages using approved guidance and templates
• Flag urgent, incomplete, or time-sensitive communications
• Follow up on unanswered inquiries and missing information
• Help ensure prospective clients receive timely initial responses
• Draft messages for management review when questions require business-owner input
• Draft client project updates and follow up on outstanding information or approvals
• Provide a brief daily summary of urgent emails, upcoming deadlines, and outstanding tasks

• Review incoming HoneyBook inquiries and completed client forms
• Organize client-provided project information and requested services
• Track missing details and outstanding onboarding items
• Update client records and administrative notes
• Maintain organized communication and inquiry statuses
• Help coordinate approved next steps after the owner reviews potential projects
• Prepare invoices using approved pricing
• Track outstanding deposits and client payments in HoneyBook
• Monitor outstanding client approvals and payment statuses

• Maintain the owner's calendar and scheduled appointments
• Organize administrative task lists and outstanding follow-ups
• Coordinate routine scheduling and appointment confirmations
• Provide daily updates on important inquiries and pending items
• Assist with recurring administrative tasks as the position develops
• Maintain and update Trello project boards
• Monitor upcoming deadlines and project milestones
• Track outstanding client approvals, payments, and pending deliverables
• Proactively flag urgent items, timeline risks, or tasks requiring the owner's attention
• Assist with ongoing project coordination across multiple client projects
• Maintain organized client records and project statuses across Gmail, HoneyBook, Trello, and Google Calendar

• Highly organized, proactive, and dependable
• Excellent written communicator with strong attention to detail
• Friendly and professional when corresponding with prospective clients
• Comfortable working independently from established procedures
• Able to manage multiple inquiries and competing priorities
• Detail-oriented with accurate recordkeeping
• Interested in fashion, apparel, or creative businesses
• Experienced in tracking deadlines and managing project workflows
• Comfortable using project management tools such as Trello
• Able to proactively follow up on outstanding tasks, approvals, and client communications

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Entry, Junior, Senior Level
• Contracted Hours per Week: 10 hours/week (Potential to Increase Based on Performance)
• Daily Working Time: Flexible Morning or Midday Coverage – Exact Shift TBD
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: Female
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B (Native or Near-Native English Accent Required)
• REGION PREFERENCES: Any

• Gmail / Google Workspace
• HoneyBook – Preferred; Training Can Be Provided
• Google Calendar
• Microsoft Excel / Google Sheets
• Email & Task Management Tools
• Trello (Preferred)

• Contracted Hours per Week: 10 Hours (Potential to Increase Based on Performance)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: Flexible Morning or Midday Coverage – Exact Shift TBD

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement