Virtual Assistant (Project & Knowledge Management) for Ambitious Tech Startup

Overview We are looking for a highly organised Virtual Assistant with experience in Project Management and Knowledge Management to support the CTO and help coordinate projects across a globally distributed team. The ideal candidate is proactive, detail-oriented, and comfortable working with technical teams while keeping projects, documentation, and knowledge repositories well organised. Required Skills & Experience Business Data & Process Management (Essential) Excel You should be confident using Excel for business processes and data management, including: • Creating and maintaining small databases • Designing spreadsheets that remain accurate and easy to use • Producing user guides to ensure data is captured consistently • Creating reports and single dashboards for management reporting Knowledge Management (Preferred) • Designing document structures and information architecture • Maintaining documentation repositories • Organising large collections of documents • Ensuring documentation remains easy to navigate and maintain Mind Mapping (Preferred) Experience creating mind maps (spider diagrams) for organising ideas and information Please be prepared to discuss: • Examples of mind maps you’ve created • What they were used for • Mind mapping software or tools you’ve used • Features you found particularly useful Structured Documentation (Preferred) Experience applying structured thinking when creating documents and presentations. Ideally familiar with: • Barbara Minto’s Pyramid Principle • Logical document design • Writing documents with clear vertical and horizontal logic Be prepared to discuss: • A document or presentation you authored • Challenges you encountered • How you improved clarity and structure Soft Skills The successful candidate will demonstrate: • Excellent listening and communication skills • Ability to capture actions during meetings and live minute taking • Prioritising actions and reporting on progress • Anticipating the needs of senior leadership and following up on delegated actions • Monitoring timesheets and sending reminders where necessary Working Environment • Fluent spoken and written English • Comfortable contributing during meetings • Windows 10 or Windows 11 • Microsoft Office Desktop (web versions are not sufficient) • Slack, Google Calendar and Google Meet Working Pattern • Consistent weekday start time • Flexible project work throughout the day • Meetings scheduled across international time zones • Weekly stand-up meetings (Tuesdays & Thursdays at 15h00 UK time) Qualifications & Experience • Degree in Business, Engineering or Computer Science (or a related field) • Minimum of 2 years’ experience in a role involving executive support, administration, coordination or assisting senior leaders • Experience working with remote teams across multiple cultures and time zones • Strong Excel skills for business processes and reporting • Experience in project coordination • Experience in knowledge management Please answer the following questions; • Describe your experience using Microsoft Excel for business processes. • Have you used mind mapping (or “spider diagrams”) to organise information, projects, or ideas? • Describe your experience managing knowledge, documentation or software repositories. • Do you have experience creating well-structured business documents, instructions or presentations, potentially including using frameworks such as Barbara Minto’s Pyramid Principle? • Tell us about your experience supporting senior leaders, executives or technical managers.