Strategic Administrative Assistant (Remote)

VASL•San Francisco, CA

10d•Remote

About The Position

The Strategic Assistant is responsible for protecting and strengthening the organization’s reputational equity with high-value clients, partners, and collaborators. This role ensures that every external interaction is handled with speed, clarity, warmth, and sound judgment. Clients feel fully supported, partners feel respected and confident, and the founder remains focused on high-leverage work without operational drag or reputational risk.

Responsibilities

Act as a first-line steward of the organization’s reputation in external communications with clients, partners, and collaborators.
Manage and prioritize inbound and outbound communications to ensure timely, professional, and warm responses.
Anticipate follow-ups, next steps, and relationship maintenance without being prompted.
Invoices are drafted accurately and efficiently for review and sending.
Own meeting scheduling and coordination, ensuring seamless logistics and a strong professional impression.
Reduce friction for clients and partners by resolving issues independently whenever possible.
Exercise sound judgment in decision-making to keep work moving while staying aligned with organizational values and standards.
Maintain consistent communication quality across all touchpoints, including email, scheduling, coordination, and follow-ups.
Build rapport with external stakeholders, prioritizing long-term relationships over transactions.
Ensure nothing is missed that could impact trust, confidence, or momentum.
Proactively identify potential reputational risks and address them before escalation.
Create and refine simple systems that improve responsiveness, consistency, and follow-through.
Continuously improve how the role operates as trust, context, and responsibility increase.