Allen Partners Ltd Virtual Assistant

Great Assistant•Oconomowoc, WI

3d•Remote

About The Position

We are seeking a Virtual Assistant who is calm, organized, and naturally proactive. This role is ideal for someone who manages details with care and keeps important tasks and communication moving forward in a consistent and reliable way. You will instinctively notice what needs attention and help ensure conversations, relationships, and projects continue progressing smoothly. We are a small, founder-led firm in a re-building phase, where this role will play an important part in creating consistency and supporting the next stage of growth. As we continue to grow, we are looking for a dependable partner who brings structure, organization, and follow-through to the operational side of the business. The right candidate must take pride in their work and align with the company's core values: Relationships Matter Serve Others with Patience and Understanding Excellence Through Preparation and Diligence Judgment and Communication Focus, Discipline, and Follow-Through Clarity Before Commitment Integrity and Discretion As our assistant, you will support internal operations and assist with select client communication as needed. The role will initially focus on helping the Founder stay organized and client-focused, with the opportunity for increased client interaction over time. You will represent the firm with professionalism and discretion while keeping meetings, communication, and follow-ups organized and on track.

Requirements

Calm, steady, and emotionally grounded
Highly organized with strong attention to detail
Naturally proactive, able to think ahead, anticipate needs, and keep work moving forward
Strong judgment, professionalism, and a high level of discretion
High emotional intelligence and strong self-awareness
Assertive and comfortable offering suggestions and insights while remaining respectful and collaborative
Clear and thoughtful communication skills, both verbal and written
Focused and disciplined, with the ability to keep work moving forward
Dependable with strong follow-through and consistency in managing important details
Skilled in supporting executive-level relationships with senior leaders in a professional business environment
Enjoys implementing systems, organizing processes, and improving workflows
Friendly, engaging, steady-tempered, and easy to work with
You must be tech savvy and quick to pick up new tools and software
You must have experienced in the following tools: Microsoft Office Suite, including Excel, PowerPoint, and Outlook Google Drive / Google Docs
This is a 1099 contractor position
The position will be 20–25 hours per week
Hours are flexible, with preference for some overlap between 9:00 am and 5:00 pm CST for meetings and client communication
The pay rate is $30/hr. USD
You must be able to pass a background check
We are looking for someone to become a long-term (3+ years) team member
Please do not contact Julie Allen or Allen Partners Ltd. directly; doing so will disqualify your application

Nice To Haves

Experience with the following tools is a plus! Canva LinkedIn Clockwork Database

Responsibilities

Managing our Founder's schedule across personal and business commitments
Coordinating meetings with clients, candidates, and professional contacts
Organizing and managing personal and business email inboxes
Preparing meetings and organizing follow-up communication and action items
Communicating with clients and leaders in a professional manner
Preparing and organizing documents and presentations using Microsoft Office and PowerPoint
Maintaining and organizing internal databases and contact records
Implementing and managing internal systems and technology tools
Conducting industry research and building lists of companies and leaders for business development
Assisting with LinkedIn outreach and network development
Scheduling and posting LinkedIn content using Canva templates
Supporting marketing and communication materials
Coordinating video, photography, or PR activities when needed
Booking travel for conferences, meetings, or family trips
Assisting with personal administrative tasks when needed