Staffing Agency Virtual Assistant

We are a growing professional event staffing agency specializing in providing highly qualified hospitality and event professionals for corporate events, luxury hospitality, promotional activations, conventions, private events, and special occasions. As we continue building our operations, we are seeking an organized, dependable, and proactive Virtual Assistant to help establish efficient administrative systems, maintain accurate records, and support the daily operations of our business. Because we are currently in the startup and growth phase, this role offers a unique opportunity to help build the company's operational foundation while growing into a key member of our administrative team. Position Overview The Virtual Assistant will provide comprehensive administrative and operational support across multiple areas of the business. This role requires someone who is highly organized, resourceful, detail-oriented, and capable of managing multiple priorities independently. The ideal candidate enjoys creating systems, maintaining organized records, improving processes, conducting research, and supporting business growth through efficient administrative management. Primary Responsibilities Staff Roster Management Create and maintain the master staff roster. Update employee profiles, contact information, availability, certifications, and employment status. Maintain city-specific staff rosters. Ensure staff records remain accurate, complete, and organized. Monitor staff availability and update scheduling records as changes occur. Human Resources Administration Create and maintain confidential employee personnel files. Organize and maintain HR documents and digital records. Create and maintain Standard Operating Procedures (SOPs), workflows, forms, templates, and company documentation. Create and maintain onboarding trackers, training trackers, employee progress trackers, and operational dashboards. Process onboarding documentation for new hires. Verify completion of required employment documentation. Track certifications, licenses, and document expiration dates. Maintain confidentiality of employee and company information. Staffing & Operations Support Assist with staffing events based on approved staffing requests. Send booking invitations, confirmations, event details, and reminder communications. Track staff responses and update event staffing rosters. Assist with last-minute staffing changes and scheduling updates. Maintain event staffing records and operational trackers. Client & Event Administration Maintain accurate client and event databases. Enter and update event details within company systems. Coordinate administrative communication regarding event logistics. Assist with client follow-up communications after events. Maintain organized records of client interactions and event history. Administrative Support Monitor company email inboxes and respond to routine administrative inquiries. Schedule meetings, interviews, onboarding sessions, and internal appointments. Organize and maintain Google Drive folders and company files. Create and update company forms, templates, spreadsheets, and operational documents. Maintain organized digital filing systems. Documentation & Systems Management Maintain Google Sheets, databases, and internal tracking systems. Create and update operational checklists and workflow documentation. Ensure company records remain accurate and accessible. Recommend improvements that increase administrative efficiency. Research & Business Development Conduct market research related to the event staffing industry. Research prospective clients, event planners, venues, marketing agencies, and corporate organizations. Generate qualified business leads and maintain lead databases. Research networking opportunities, industry events, and strategic partnerships. Assist with compiling prospect lists for business development initiatives. Marketing Support Assist with organizing and scheduling social media content. Support social media advertising campaigns by organizing assets, audience research, and campaign tracking. Research industry trends, hashtags, and marketing opportunities. Maintain marketing content libraries and promotional materials. Reporting & Performance Tracking Generate administrative reports related to staffing activity, bookings, and operations. Maintain operational dashboards and progress trackers. Update leadership on administrative projects and assigned tasks. Track project milestones and completion dates. General Operational Support Assist leadership with special projects and operational initiatives. Identify opportunities to improve administrative processes and workflows. Maintain professionalism, discretion, and confidentiality in all communications. Provide day-to-day administrative support that contributes to the efficient operation and continued growth of the business. Preferred Qualifications Minimum of two (2) years of experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, or Operations Coordinator. Excellent organizational and time management skills. Strong written and verbal communication skills. Advanced proficiency with Google Workspace (Docs, Sheets, Drive, Calendar). Experience with project management platforms such as Trello, ClickUp, Asana, Monday.com, or similar software. Experience creating SOPs, workflows, trackers, and process documentation. Strong internet research and lead generation skills. Familiarity with CRM systems and database management. Basic understanding of social media management and digital marketing. Ability to work independently, prioritize multiple projects, and consistently meet deadlines. High attention to detail, professionalism, and discretion. What We're Looking For We are looking for more than a Virtual Assistant—we're seeking an operations partner who enjoys building organized systems, solving problems, and helping a growing company scale successfully. The ideal candidate is proactive, resourceful, dependable, and committed to delivering high-quality work with minimal supervision. We value individuals who take initiative, communicate effectively, and are comfortable recommending process improvements that increase efficiency and support long-term business growth. Opportunity for Growth As our company expands into additional markets and increases its client base, this position is expected to grow in responsibility and leadership. We are committed to investing in individuals who demonstrate initiative, accountability, and a desire to grow with the organization. The successful candidate will have the opportunity to take on expanded operational responsibilities and play an integral role in the continued success of our company.