We are looking for an Administrative Assistant to join our team and work closely with our US-based clients.
This is an on-site US shift role involving administrative support, client coordination, email and calendar management, invoicing, AR calls, research, data management and other day-to-day operational activities.
The ideal candidate should have excellent English communication skills, be comfortable communicating with US clients and be able to manage multiple tasks independently.
Key Responsibilities:
Manage emails and day-to-day client communication
Manage calendars, schedules and appointments
Assist with invoicing and Accounts Receivable (AR) follow-ups/calls
Communicate with US clients over calls and email
Coordinate with clients and internal teams to ensure timely completion of tasks
Conduct online research and data gathering
Maintain and update databases, records and spreadsheets
Handle documentation and other administrative tasks
Follow up on pending tasks and ensure deadlines are met
Provide general virtual/administrative assistance to US-based clients
Requirements
What We're Looking For:
1-3 years of experience in administration, virtual assistance, operations, customer support or a similar role
Excellent spoken and written English communication
Comfortable communicating with US-based clients
Comfortable working in a US/night shift
Good knowledge of MS Office / Google Workspace
Strong organisational and time-management skills
Good attention to detail
Ability to multitask and manage priorities
Comfortable working with spreadsheets, data and online research
Immediate joiners preferred
Skills Required
- 6 months to 1 year experience as a Virtual Assistant
- Proficient with Google Workspace
- Proficient with Microsoft Office
- Experience using Zoom
- Experience using Clockify
- Experience using Zoho
- Experience with Asana or Trello
- Experience with CRM systems
- Excellent written and verbal communication skills
- Strong organizational, multitasking, and time-management abilities
- High attention to detail
- Problem-solving ability and resourcefulness
- Experience assisting with social media content scheduling and engagement (optional)
- Ability to conduct online research and prepare concise reports
What We Do
IBS For You, also known as Infinity Business Services, is a managed remote team provider that has been transforming how business leaders work for over 17 years. Founded with the belief that leaders shouldn't get bogged down by administrative tasks, the company specializes in building, training, and managing remote teams for admin, marketing, accounting, and tech support, helping US businesses scale with confidence.
