Administrative Coordinator - Remote

Elite Virtual Assistants•Cleveland, OH

2d•Remote

About The Position

At Elite Virtual Assistants, we believe exceptional service begins long before a client is officially onboarded and continues throughout every interaction they have with our company. The Administrative Coordinator is responsible for ensuring every client, candidate, and Virtual Assistant experiences the professionalism, responsiveness, and personalized service that defines the EVA brand. Working alongside the Director of Client Success & Talent, this role serves as the operational heartbeat of the Client Success department. From coordinating onboarding and supporting recruiting efforts to fostering an engaged Virtual Assistant community, this position keeps the many moving pieces of our business organized while creating a concierge-level experience for everyone we serve. This person is highly organized, proactive, relationship-focused, and thrives on creating order, building connections, and delivering exceptional experiences. They are often the first impression—and lasting impression—of Elite Virtual Assistants.

Requirements

Highly organized
Proactive
Relationship-focused
Thrives on creating order, building connections, and delivering exceptional experiences.

Responsibilities

Manage the Client Success inbox and ensure timely, professional communication.
Coordinate calendars, onboarding meetings, client interviews, and follow-up appointments.
Prepare onboarding materials and ensure all documentation is complete prior to each onboarding.
Coordinate client interviews for pairings when clients choose to interview candidates.
Ensure every client interaction reflects the high-touch, concierge experience Elite Virtual Assistants is known for.
Identify opportunities to improve the client journey and recommend process enhancements.
Prepare candidate consideration packets and presentation materials.
Coordinate scheduling between clients and candidates.
Track recruiting activity and maintain accurate records throughout the placement process.
Support the recruiting process by handling administrative coordination while partnering with the Director of Client Success & Talent on recruiting decisions.
Serve as the primary day-to-day coordinator for the Elite Virtual Assistants community, fostering a positive, engaged, and collaborative remote culture.
Build meaningful relationships with team members through regular communication and engagement in Slack.
Welcome new Virtual Assistants into the community and help them feel connected, supported, and aligned with EVA's culture and expectations.
Plan, coordinate, and facilitate quarterly Virtual Assistant meetings, ensuring they are organized, engaging, and valuable.
Prepare and distribute the internal team newsletter, highlighting company updates, recognition, resources, and announcements.
Coordinate employee engagement initiatives, including recognition programs, contests, celebrations, and other activities that strengthen team morale and connection.
Reinforce EVA's core values, communication standards, and professional expectations through consistent messaging and interactions with the team.
Escalate performance concerns, policy violations, or situations requiring leadership support to the Director of Client Success & Talent.
Continuously look for opportunities to improve engagement, communication, and the overall Virtual Assistant experience.
Facilitate group onboarding sessions for newly hired Virtual Assistants.
Train new team members on EVA's culture, expectations, communication standards, professionalism, and operational processes.
Ensure every new team member understands what excellence looks like before supporting clients.
Maintain accurate documentation and internal records.
Keep workflows moving by proactively monitoring deadlines, follow-ups, and outstanding action items.
Support the Director of Client Success & Talent by coordinating projects and ensuring operational excellence across the department.