HIKINEX - General Virtual Assistant

• Organize and maintain written and digital records, including data entry and document management.

• Coordinate and manage calendars, schedules, and appointments across different time zones.

• Draft, proofread, and manage correspondence, reports, and presentations.

• Conduct research, collect data, and provide information to support decision-making.

• Prepare and maintain meeting agendas, minutes, and follow-ups.

• Assist in the coordination of meetings, conferences, and business development initiatives.

• Perform ad-hoc administrative duties as needed to support various business units.

• Provide administrative support to the sales team, including managing CRM systems, tracking sales processes, outbound calls, and assisting with client communications.

• Assist in implementing new sales programs, procedures, and systems.

• Coordinate communication between internal teams and external stakeholders, including clients and vendors.

• Provide administrative support to the recruiting team, including managing the ATS, sourcing, LinkedIn outreach, email outreach, appointment setting, and interviewing candidates.

• Coordinate communication between candidates and the designated recruiter.

• Manage invoicing, accounts receivable collections, and general bookkeeping tasks.

• Post financial transactions to accounting software (e.g., QuickBooks) and conduct monthly reconciliations for bank and credit card accounts.

• Assist with budgeting, financial reviews, and preparation of confidential financial documents.

• Utilize tools like Excel to organize data, create charts, and generate reports.

• Manage and organize digital files and documents using Microsoft Office 365 or Google Workspace and ATS.

• Support project management efforts by tracking progress and communicating updates.

• Experience: 1-3 years of experience in an administrative, virtual assistant, recruiting, OR bookkeeping role. (Preferred but not Required)

• Technical Skills: Proficiency in QuickBooks, Microsoft Office 365/Google Workspace. Familiarity with CRM platforms, Slack, ATS, and Zoom.

• Communication: Excellent command of English, both written and verbal.

• Organization: Strong organizational skills with the ability to manage multiple tasks and deadlines efficiently.

• Problem-Solving: Independent problem solver with innovative solutions.

• Professionalism: Strong work ethic, attention to detail, and the ability to work independently.

• Adaptability: Flexible to work across different time zones and able to adjust to evolving business needs.

Hikinex