Virtual Assistant Remote

Profile

John A. Papalas & Co. is hiring a Remote Virtual Assistant to support project teams and executives.
You’ll manage calendars, client communications, cloud filing, basic invoicing support and light project admin. Ideal if you’re organised, proactive and comfortable with Google Workspace / Microsoft 365 and project tools (Asana, Trello, Procore a plus).

Key responsibilities :
 • Manage executives’ and project managers’ calendars, schedule meetings and coordinate video calls across timezones.
 • Triage and respond to client and vendor emails; draft, proofread and send professional correspondence.
 • Prepare, format and maintain documents: proposals, meeting minutes, progress reports, certificates and standard client communications.
 • Organise and maintain cloud filing systems (Google Workspace / OneDrive / SharePoint) and ensure documents are version-controlled.
 • Create and update basic spreadsheets, track action items, and produce weekly status summaries for stakeholders.
 • Support invoicing and expense workflows by preparing invoices, matching receipts, and liaising with finance for reconciliation.
 • Book travel, accommodation and arrange logistics for site visits (when needed) and prepare travel itineraries.
 • Assist with CRM / project management systems (e.g., Procore, Asana, Trello, HubSpot) — enter and update contacts, upload documents, log communication.

Required qualifications & experience :

1+ years experience as a virtual assistant, executive assistant, or remote administrative support.
 • Excellent written and verbal English; professional phone and email manner.
 • Strong organisational skills, attention to detail, and ability to prioritise competing tasks.
 • Comfortable with cloud tools: Google Workspace or Microsoft 365, Zoom/Teams, and spreadsheets (Excel / Google Sheets).
 • Reliable high-speed internet and a quiet, professional remote workspace.
 • Proven ability to work independently, meet deadlines and proactively follow up.

Working hours & equipment:
 • Remote role with required overlap of at least 4–6 hours per day  (exact overlap negotiable).
 • Must have own reliable computer, webcam, headset, and internet connection. Company will provide access to required software and onboarding.

Company info

John. A. Papalas & CO