Virtual Administrative Assistant / Coordinator
Company: UPWORK
Location: United States
Employment Type: FULL_TIME, PART_TIME
Date Posted: 2025-11-10
Valid Through: 2026-11-10
Job Summary
Upwork is seeking a Virtual Administrative Assistant / Coordinator to provide high-level administrative and coordination support to executives, teams, and clients. This fully remote role involves managing day-to-day operations, scheduling, documentation, and communication tasks to ensure seamless workflow and project execution. The ideal candidate is organized, proactive, detail-oriented, and comfortable working in a fast-paced virtual environment with minimal supervision.
Key Responsibilities
Manage executive calendars, schedule meetings, and coordinate appointments across time zones.
Prepare, edit, and organize documents, reports, and presentations as required.
Handle email correspondence, follow-ups, and communication on behalf of management.
Maintain accurate records, files, and project documentation using digital tools.
Coordinate virtual meetings and conferences, including agenda preparation and note-taking.
Support daily administrative activities such as data entry, invoice processing, and task tracking.
Liaise with internal teams, freelancers, and external partners to ensure deadlines are met.
Assist with onboarding new team members and managing virtual workflows.
Monitor project progress, prepare summaries, and highlight key action items for management.
Required Skills and Qualifications
Bachelors degree preferred (Business Administration, Management, or related field).
Proven experience as a Virtual Assistant, Executive Assistant, or Administrative Coordinator.
Excellent communication skills (written and verbal) in English.
Strong organizational and time-management abilities.
Proficiency with Google Workspace (Docs, Sheets, Calendar), Microsoft Office Suite, and project management tools (Trello, Asana, ClickUp, or Notion).
Ability to manage multiple priorities with attention to detail and confidentiality.
Tech-savvy and adaptable to new software and platforms.
Experience
Minimum: 1–3 years of administrative or coordination experience (remote experience preferred).
Preferred: Prior experience supporting international or distributed teams.
Working Hours
Flexible working hours based on client requirements.
Availability during core business hours (between 9 AM – 6 PM in your respective time zone) is preferred.
Must be responsive and reachable for virtual meetings and team coordination.
Knowledge, Skills, and Abilities
Strong interpersonal skills and the ability to work collaboratively across teams.
High level of professionalism, reliability, and discretion.
Analytical mindset for organizing workflows and improving efficiency.
Excellent multitasking and problem-solving abilities.
Strong sense of accountability and ownership in remote work settings.
Benefits
100% remote work opportunity – work from anywhere.
Flexible schedule with autonomy over working hours.
Competitive compensation based on experience and performance.
Exposure to global clients and professional development opportunities.
Supportive and inclusive virtual work culture.
Why Join Upwork
At Upwork, you will be part of the worlds leading remote work platform, connecting skilled professionals with global opportunities. Joining as a Virtual Administrative Assistant / Coordinator means being part of a forward-thinking environment that values flexibility, diversity, and continuous learning. You will have the chance to collaborate with talented individuals, enhance your administrative skills, and grow your career in the expanding world of remote work.
How to Apply
Interested candidates should submit their updated resume and a brief cover letter detailing their administrative experience and availability via Upworks online application portal. Shortlisted candidates will be contacted for a virtual interview.
