Remote Virtual Assistant Jobs in Santa Fe, New Mexico

• *Job Title:** Remote Remote Virtual Assistant • *Location:** Remote — based in Santa Fe, New Mexico --- About the Role We are seeking a proactive, detail‑oriented Remote Virtual Assistant to join our fast‑growing operations team. Reporting directly to the Director of Operations, you will act as the right‑hand administrative partner for our executive leadership and cross‑functional teams. Your mission is to streamline daily workflows, keep calendars immaculate, and ensure that communication between our remote workforce—most of whom live in Santa Fe, New Mexico—remains clear, timely, and efficient. In this role you will directly impact our ability to deliver client projects on schedule, maintain high‑touch client relationships, and preserve the seamless “office‑like” experience that our distributed staff expects. --- Key Responsibilities - **Calendar Management:** Own the schedules of three senior leaders, coordinating meetings across multiple time zones while maintaining at least 85% of appointments via asynchronous Slack reminders. - **Travel Coordination:** Research, book, and itinerary‑manage domestic and international travel for executives, ensuring compliance with corporate travel policies and cost‑effectiveness for trips departing from Santa Fe, New Mexico. - **Communication Hub:** Serve as the primary point of contact for internal and external stakeholders, triaging emails, drafting responses, and routing inquiries through Gmail, Outlook, and HubSpot ticketing. - **Project Support:** Assist project managers in Asana and Trello by creating task boards, assigning owners, and tracking progress on deliverables; update status reports weekly for senior leadership. - **Document Preparation:** Produce polished presentations, contracts, and reports using Google Slides, Microsoft PowerPoint, and Notion templates—adhering to brand guidelines and a turnaround time of ≤ 24 hours. - **Financial Administration:** Process expense reports, reconcile receipts in QuickBooks, and submit monthly reimbursements, maintaining a 99% accuracy rate. - **Event Planning:** Organize quarterly virtual town halls, client webinars, and team‑building activities, handling invites via Calendly and Zoom, and ensuring a flawless attendee experience. - **Data Management:** Maintain CRM records in HubSpot, clean duplicate entries, and generate lead‑generation lists on a bi‑weekly cadence. - **Supplier Liaison:** Manage vendor contracts, track renewal dates, and coordinate onboarding of new service providers, leveraging Google Drive for secure document storage. - **Process Improvement:** Identify bottlenecks in admin workflows and propose automation solutions using Zapier or Microsoft Power Automate, aiming for a 10% reduction in manual tasks each quarter. --- Required Qualifications - Bachelor’s degree or equivalent professional experience (3–5 years) in administrative support, executive assistance, or a related field. - Minimum of **3 years** proven experience as a virtual assistant, personal assistant, or office assistant supporting senior leadership in a fully remote environment. - Mastery of **Google Workspace** (Docs, Sheets, Calendar) and **Microsoft 365** (Outlook, Teams, Excel). - Hands‑on experience with **Slack**, **Zoom**, **Asana**, **Trello**, **HubSpot**, and **QuickBooks**; ability to switch between platforms fluidly. - Exceptional written and verbal communication skills; comfortable drafting professional correspondence and executive‑level presentations. - Strong organizational talent with a track record of managing **5+ concurrent calendars** and meeting tight deadlines without supervision. - High‑speed internet (≥ 100 Mbps) and a dedicated home office setup that meets security standards (VPN, dual‑monitor workstation). --- Preferred Qualifications - Certification as a **Certified Administrative Professional (CAP)** or similar credential. - Experience supporting a C‑suite in a technology, SaaS, or consulting firm, especially with clients located in Santa Fe, New Mexico. - Familiarity with **Notion** for knowledge‑base creation and **Zapier** for workflow automation. - Proven ability to lead a small team of junior admin staff or interns, providing mentorship and performance feedback. - Knowledge of GDPR and data‑privacy best practices for handling client information remotely. --- Compensation & Benefits - **Salary Range:** $55,000 – $70,000 annually, commensurate with experience and proven impact. - Competitive health, dental, and vision plans (coverage available for residents of New Mexico). - 401(k) with company match up to 4% of salary. - Monthly **remote‑work stipend** of $150 for coworking space, ergonomic gear, or internet upgrades (applicable to employees based in Santa Fe, New Mexico). - Unlimited paid time off (PTO) with a minimum of 15 vacation days per year. - Quarterly professional‑development budget of $1,200 to attend conferences, courses, or certifications. - Employee Assistance Program (EAP) and mental‑health resources. --- Work Setup - **Time Zones:** Must be available for core hours between 9 am–12 pm Pacific Time, aligning with our headquarters in Santa Fe, New Mexico. Flexible outside of core hours for occasional early‑morning or late‑evening tasks. - **Meeting Cadence:** Daily 15‑minute stand‑up via Zoom, a weekly 60‑minute sync with the Director of Operations, and bi‑weekly cross‑functional check‑ins. - **Equipment:** Company‑provided laptop (Mac or Windows), headset, and external monitor; employee supplies a secure Wi‑Fi connection and a secondary webcam if needed. - **Collaboration Platforms:** Slack (primary messaging), Zoom (video conferencing), Asana & Trello (project tracking), Google Workspace (document collaboration), and HubSpot (CRM). - **Security:** Must use company‑issued VPN and enable two‑factor authentication (2FA) for all work tools. --- Growth - **Career Path:** Opportunity to evolve into Senior Executive Assistant, Operations Coordinator, or Office Manager role within 24 months, based on performance and business needs. - **Learning Budget:** $1,200 annual allowance for courses on advanced admin tools, project management, or leadership development. - **Mentoring:** Pairing with a senior leader for quarterly career‑development sessions and a structured onboarding program lasting 90 days. - **Performance Cycles:** Formal reviews semi‑annually, with clear KPIs (e.g., calendar accuracy, expense processing turnaround, stakeholder satisfaction scores). --- How to Apply Please submit the following to our talent portal no later than **Friday, November 15, 2025**: 1. Updated résumé highlighting relevant virtual‑assistant experience. 2. A brief cover letter (200–300 words) explaining why you are a fit for a remote role based in Santa Fe, New Mexico and how you would add value to our executive team. 3. A portfolio (PDF or slide deck) showcasing examples of calendar management, travel itineraries, and any process‑automation projects you have led. • *Interview Process:** - **Stage 1:** Recruiter phone screen (15 minutes) – alignment on availability, compensation expectations, and basic qualifications. - **Stage 2:** Virtual interview with the Director of Operations (45 minutes) – competency‑based questions and a live task (e.g., drafting a meeting agenda). - **Stage 3:** Skills assessment – a 2‑hour take‑home exercise using Google Workspace and Asana to simulate a typical day. - **Stage 4:** Final interview with senior leadership (30 minutes) – cultural fit and long‑term vision. We are an **Equal Opportunity Employer**. We celebrate diversity and are committed to creating an inclusive environment for all employees, regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. If you are a self‑starter who thrives in a remote, fast‑paced environment and you reside in or near Santa Fe, New Mexico, we look forward to meeting you! --- Apply tot his job Apply tot his job