CPT-11745 Executive & Business Administrative Support Virtual Assistant

• Manage calendars, appointments, scheduling requests, and routine reminders
• Monitor and organize business email inboxes
• For the first two weeks, draft email replies for the owner’s approval rather than sending on her behalf
• Maintain organized administrative records, task lists, and follow-up items
• Assist the owner with recurring office and executive support tasks
• Identify urgent matters and communicate priorities promptly

• Answer the screening company’s phone line through RingCentral
• Schedule testing and screening appointments
• Provide approved pricing and service information
• Route results or case-specific questions to the owner
• Respond to routine client inquiries using approved information and procedures
• Follow up with prospective and existing clients on outstanding items
• Maintain accurate client and prospect records, organized separately for each business

• Prepare, send, and track invoices and payment follow-ups
• Post job openings and track applicants
• Send interview invites and confirmations (the VA does not conduct interviews)
• Update information in the company’s ATS and future CRM platforms
• Assist with basic administrative records as directed, excluding the restricted records above

• Research and build a list of drug and alcohol testing collection sites in Georgia
• Run daily searches on SAM.gov and the Louisiana and Georgia state procurement portals
• Send a weekly summary of matching opportunities
• Send approved prospect outreach and follow-up emails from a tracker

• Organize contact records, business documents, and administrative data
• Schedule social media posts using existing Canva templates and Claude-supported content frameworks
• Maintain recurring marketing posting schedules without assuming responsibility for overall marketing strategy
• Assist with process documentation and new administrative workflows as systems change

• Highly organized, proactive, and dependable
• Confident and professional on the phone with clients and callers
• Discreet with confidential information and clear on what must be routed to the owner
• Comfortable supporting a business owner managing multiple companies
• Strong attention to detail and accurate recordkeeping
• Able to manage multiple priorities without overlooking follow-ups
• Willing to learn new software and administrative procedures
• Resourceful and interested in growing with the business

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
• Contracted Hours per Week: 30 hours/week (Potential to Increase to 40 Hours Based on Performance)
• Daily Working Time: 10:00 AM–4:00 PM CT
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A–B (Native or Near-Native English Accent Required)
• REGION PREFERENCES: Any

• Microsoft Outlook / Office
• RingCentral – Client Phone System
• Zoho ATS – Existing System; Replacement Planned
• CRM Systems – Final Platforms TBD
• Invoicing Platform – Client System TBD
• SAM.gov and State Procurement Portals (Training Provided)
• Canva
• Claude – Client-Provided Content Frameworks
• Gusto – Familiarity a Plus

• Contracted Hours per Week: 30 hours/week (Potential to Increase to 40 Hours Based on Performance)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 10:00 AM–4:00 PM CT

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