MS 365 Administrative Virtual Assistant | Email Organization, Records Management OneDrive Systems

Lovebird Healthcare Solutions is a growing healthcare organization that is building standardized systems to support multiple companies within our ecosystem. We are implementing Microsoft 365 as our primary platform for communication, document management, and administrative operations. We are looking for a highly organized Virtual Assistant with experience in Microsoft 365 who enjoys creating systems, organizing information, and documenting processes. This is more than a traditional VA role. We need someone who can build sustainable administrative systems that our growing team can follow. Project Overview We are rebuilding and organizing our Microsoft 365 environment and need assistance creating an organized email and document management system. The successful candidate will help organize historical information, establish filing standards, and document procedures so future team members can easily maintain the system. Primary Responsibilities Microsoft Outlook Email Management Organize Outlook mailboxes and folders Create a standardized email folder structure Create Outlook rules and categories Archive emails appropriately Identify important business records Develop a consistent email management process Records Management Review historical emails Extract important documents and attachments Save documents into the proper OneDrive folders Rename files using standardized naming conventions Organize records for easy retrieval Ensure files are stored in the correct business locations OneDrive Organization Maintain organized folder structures Move historical business documents into OneDrive Eliminate duplicate files where appropriate Verify documents are stored correctly Support ongoing file organization Documentation & SOP Development Document the entire process Create written Standard Operating Procedures (SOPs) Develop checklists Create easy-to-follow workflows Recommend improvements to our filing systems Training Materials As part of this project, you will create: A Microsoft PowerPoint training presentation Screen-recorded training videos Step-by-step user guides Documentation for future team members The goal is for every new employee to follow the same standardized process. Required Skills Microsoft Outlook Microsoft OneDrive Microsoft 365 Microsoft PowerPoint Strong administrative experience Excellent organization skills Attention to detail Records management Documentation writing SOP development Preferred Experience SharePoint experience Microsoft Teams Microsoft Planner Healthcare administration Executive Assistant experience Records management Administrative process improvement What Success Looks Like By the end of this project, we should have: ✅ Organized Outlook mailbox structure ✅ Standard email filing system ✅ Business documents properly stored in OneDrive ✅ Organized digital records ✅ File naming standards ✅ Written SOPs ✅ PowerPoint training presentation ✅ Recorded training videos ✅ Documentation that future employees can follow Application Instructions To be considered, please begin your proposal with: LOVEbird365 Please include: Examples of Microsoft 365 organization projects you've completed. Your experience with Outlook, OneDrive, and Microsoft Office. Experience creating SOPs or training documentation. A brief explanation of how you would organize a growing company's email and document management system. Examples of PowerPoint presentations or training materials you have created (if available). About Our Team We are building long-term systems, not temporary fixes. We are looking for someone who enjoys creating order, documenting processes, and helping organizations become more efficient. There is potential for ongoing work as we continue building our administrative systems and expanding our team.