Administrative and Virtual Assistant | Multi-Brand | Hospitality, Media, and Wellness

We are looking for a highly organized and proactive administrative and virtual assistant to support day-to-day operations across a growing portfolio of brands in the hospitality, media, and wellness space. This is a remote-first role suited to a detail-oriented professional who thrives in a fast-moving, multi-brand environment. Scope of Work * Corporate and legal administration, including support with filings, document preparation, registry updates, and correspondence with relevant government and regulatory bodies. * Calendar and scheduling management across time zones, including meeting coordination, follow-ups, and deadline tracking. * Email and correspondence management, including drafting, proofreading, and organizing communications on behalf of the leadership team in U.S. English. * Document management, including maintaining organized digital records of corporate documents, contracts, licenses, and agreements across all entities. * Research and reporting across a range of areas including regulatory requirements, vendor options, platforms, and any other areas directed by the team. * Vendor and partner coordination, including liaising with service providers and third parties on behalf of the organization. * Financial administration support, including tracking invoices, expenses, and receipts, and coordinating with relevant financial professionals as needed. * Platform and tool management, including maintaining accounts, subscriptions, and operational tools used across the brands. * Social media assistance, including content creation, caption drafting, asset coordination, scheduling, and publishing across platforms as directed by the leadership team. * Website upkeep assistance, including basic updates, content uploads, and coordination with web service providers to ensure all brand websites remain current and accurate. Key Performance Indicators * Responsiveness and turnaround time on tasks assigned, with a benchmark of same-day acknowledgment and agreed completion windows for all requests. * Accuracy and consistency across all documents, correspondence, and filings, with zero tolerance for errors in legal or regulatory submissions. * Proactive communication, flagging upcoming deadlines, renewals, or action items before they require urgent attention. * Organizational quality, measured by the cleanliness, accessibility, and completeness of all digital records and filing systems. What We Are Looking For * Proven experience as a virtual assistant, executive assistant, or operations coordinator, preferably supporting founders or small business leadership teams. * Strong written English with the ability to draft professional correspondence, proofread documents, and communicate clearly across multiple contexts. * Familiarity with corporate administration processes, including document management, government portal filings, and multi-jurisdictional business operations. * Proficiency with productivity and collaboration tools such as Google Workspace, Notion, Trello, or equivalent platforms. * Ability to manage multiple priorities across several brands simultaneously, with strong organizational discipline and clear communication. * Discretion and confidentiality in handling sensitive corporate, legal, and financial documents at all times. * Reliable, responsive, and able to meet agreed turnaround times consistently across different time zones. Project Details * Ongoing remote engagement with potential for long-term collaboration. * Performance will be reviewed at agreed intervals, with expanded responsibilities added as the engagement progresses based on results and fit. * Open to individual freelancers and virtual assistant agencies. * Portfolio, references, or a brief overview of relevant prior engagements required with application.