Administrative Assistant Business Owners US; Home Based Part Time

Virtual Assistant

Community Projects
• Help organize community projects by coordinating communications, scheduling meetings, and sourcing support.
• Assist with project renderings using AI tools.
• Research and apply for grant opportunities related to community funding in Racine.
• Identify and maintain key contacts in Racine, including community members, potential supporters, donors, organizations, vendors, and other local stakeholders using Hub Spot.
• Schedule meetings with community members.
• Assist with registering for farmers markets and related events, including completing forms, tracking deadlines, paying fees, and preparing required documentation. Fundraising Coordination
• Schedule meetings with donors.
• Assist with fundraising trip planning, including travel research, itinerary organization, lodging, transportation, meeting scheduling, and confirmation tracking.
• Draft weekly development meeting agendas and agendas for other fundraising meetings.
• Track follow-up items from meetings and help ensure action items are completed.
• Maintain scheduling details, reminders, and task lists. Grant Research and Applications
• Assist with grant applications as needed, including gathering required information, drafting responses, organizing supporting documents, and submitting application materials. Email, Communication, and Digital Organization
• Assist with the owner's email management, including triage, prioritization, drafting responses, and tracking follow-up items.
• Organize and prioritize incoming emails.
• Flag urgent or high-priority messages for review.
• Draft responses, follow-ups, and routine communications as directed.
• Maintain organized email folders, labels, documents, and digital records. Calendar, Scheduling, and Planning
• Manage the owners' calendars, appointments, reminders, and scheduling requests.
• Maintain reminders for deadlines, renewals, reports, follow-ups, and recurring responsibilities.
• Coordinate personal, household, social, and professional meetings.
• Identify and schedule relevant community events, meetings, and activities.
• Register for events and classes as needed. Expense Reports, Reimbursements, and Basic Bookkeeping
• Prepare expense reports by organizing receipts and completing reimbursement documentation.
• Assist with basic accounting and bookkeeping tasks.
• Organize receipts, invoices, statements, and expense records in Google Drive.
• Assist the owner with paying one-time bills as directed.
• Maintain simple spreadsheets for household, property, and project expenses, including recurring financial obligations. Real Estate Management Support
• Track tenant transactions and communications.
• Coordinate with vendors and contractors regarding repairs and renovations.
• Follow up to confirm completion of maintenance requests.
• Monitor the ongoing Wisconsin renovation project by tracking tasks, updates, and timelines.
• Track deadlines for registrations, renewals, insurance, bills, and other required documentation. Remote Property Management Support
• Coordinate scheduling with contractors, vendors, property managers, and service providers.
• Request estimates, compare quotes, and track project progress.
• Maintain records of invoices, warranties, service appointments, and maintenance history.
• Follow up with vendors and contractors via phone, email, or online portals.

Must Haves
• This role is only open to Filipinos permanently residing in the Philippines
• Community-oriented mentality
• Detail-oriented
• Responsive & positive
• Comfortable managing recurring tasks, deadlines, communications, and digital organization
• Proficiency in Google Suite (Documents, email, calendar, google meetings)
• Prior experience as a virtual assistant, executive assistant, administrative assistant, non-profit assistant, or personal assistant
• Strong written and verbal communication skills
• Excellent organization and time-management skills
• Experience managing calendars, email, documents, spreadsheets, and task lists
• Comfortable preparing agendas, tracking action items, and following up on open tasks
• Experience with basic expense tracking, reimbursements, bookkeeping, or reporting
• High level of discretion, reliability, and professionalism

Nice to Haves
• Experience with donor coordination, nonprofit administration, campaign support, grants, or community projects

Home Office Requirements Please only apply for this role if you have the following home office requirements:
Perfectly working headset and webcam Stable internet connection of at least 25 Mbps ~ 50 Mbps Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later Quiet room with no distractions or background noises A backup plan if the power goes out or if your internet connection becomes unstable during your shift