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Virtual Office Assistant

Gotham Biotech

Portland, ME(remote)

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JOB DETAILS
SKILLS
Administrative Skills, Calendar Management, Communication Skills, Continuous Improvement, Customer Relationship Management (CRM), Customer Support/Service, Data Management, Data Quality, Detail Oriented, Documentation, Google Apps, High School Diploma, Identify Issues, Marketing, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Word, Multiplatform/Cross-Platform, Multitasking, Onboarding, Operational Support, Operations, Organizational Skills, Pivot Tables, Presentation/Verbal Skills, Process Improvement, Record Keeping, Reporting Skills, Sales Support, Salesforce.com, Team Lead/Manager, Team Player, Time Management, Travel Planning, Work From Home, Writing Skills
LOCATION
Portland, ME(remote)
POSTED
3 days ago

This is a remote position.

We are seeking a detail-oriented and proactive Virtual Office Assistant to support our remote operations with seamless administrative efficiency. This role is critical in maintaining organizational flow, enhancing team productivity, and ensuring that all digital and documentation systems are accurate, up-to-date, and accessible. As a key support resource, you will manage data, coordinate schedules, prepare reports, and assist with client and internal communications across multiple platforms including Microsoft Office Suite, Google Workspace, HubSpot, and Salesforce.com. The ideal candidate thrives in a fast-paced, remote environment and brings strong organizational skills, a high level of accuracy, and a commitment to continuous improvement. This position offers a flexible, remote work setup with the opportunity to grow within a dynamic administrative support team.

Responsibilities
  • Manage and maintain accurate records and databases using Microsoft Excel, Google Sheets, and CRM platforms such as Salesforce.com and HubSpot.
  • Prepare professional documents, presentations, and reports using Microsoft Word and PowerPoint.
  • Coordinate calendars, schedule meetings, and manage travel arrangements for team members across time zones.
  • Support sales and marketing teams by organizing leads, tracking follow-ups, and updating CRM entries in real time.
  • Streamline team productivity by organizing digital files, setting up templates, and implementing efficient workflow systems.
  • Serve as a point of contact for internal and external communications, ensuring timely and professional responses.
  • Monitor and update shared drives, project trackers, and collaborative tools to ensure data integrity and accessibility.
  • Assist in onboarding new team members by preparing documentation and setting up digital workspaces.
  • Troubleshoot basic technical issues related to office software and ensure smooth daily operations.
  • Contribute to process improvement initiatives by identifying inefficiencies and proposing data-driven solutions.


Requirements

Requirements:
  • High school diploma or equivalent; associate degree or certification in office administration is a plus.
  • Proven experience in administrative support, preferably in a virtual or remote setting.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) with advanced skills in Excel (formulas, pivot tables, data validation).
  • Strong familiarity with Google Workspace (Gmail, Docs, Sheets, Drive) and collaboration tools.
  • Hands-on experience with CRM platforms, specifically Salesforce.com and HubSpot.
  • Exceptional attention to detail and ability to manage multiple priorities with accuracy and timeliness.
  • Excellent written and verbal communication skills, with a professional tone and strong grammar.
  • Self-motivated, reliable, and capable of working independently with minimal supervision.
  • Reliable internet connection and a quiet, dedicated workspace suitable for remote work.
  • Ability to adapt quickly to changing priorities and evolving business needs.

About the Company

G

Gotham Biotech

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