Virtual Executive Assistant

Philadelphia Truck Parts is seeking a highly organized and detail-oriented Virtual Executive Assistant to provide comprehensive administrative support to the executive leadership team. This fully remote position is responsible for coordinating executive schedules, managing communications, preparing reports, maintaining confidential records, and assisting with daily business operations. The ideal candidate is proactive, resourceful, and capable of handling multiple priorities while ensuring efficient communication between executives, customers, suppliers, and internal departments.

Key Responsibilities
Manage executive calendars, schedule meetings, appointments, and conference calls.
Coordinate virtual meetings using Microsoft Teams, Zoom, or other collaboration platforms.
Screen, prioritize, and respond to executive emails and business correspondence.
Prepare professional reports, presentations, spreadsheets, and company documents.
Maintain confidential executive records and organize electronic filing systems.
Coordinate travel arrangements, accommodations, and itineraries for company executives when required.
Assist executives with project planning, task tracking, and deadline management.
Prepare meeting agendas, record meeting minutes, and distribute follow-up action items.
Coordinate communication between executives, customers, vendors, suppliers, and business partners.
Support administrative functions related to sales, purchasing, inventory, logistics, and customer service.
Maintain and update company databases, customer information, and internal records.
Generate operational and administrative reports using Microsoft Excel and other business applications.
Assist with purchase orders, invoices, contracts, and other business documentation.
Conduct online research and compile information to support executive decision-making.
Monitor office supplies, software subscriptions, and administrative resources for remote operations.
Handle confidential company information with the highest level of professionalism and discretion.
Perform additional administrative duties as assigned by executive management.
Qualifications
High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration or a related field is preferred.
Minimum of 2 years of experience as an Executive Assistant, Administrative Assistant, or Virtual Assistant.
Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Experience with Google Workspace and cloud-based document management.
Familiarity with Microsoft Teams, Zoom, Slack, and other remote collaboration tools.
Excellent written, verbal, and interpersonal communication skills.
Strong organizational, multitasking, and time management abilities.
Ability to work independently in a remote environment with minimal supervision.
High level of professionalism, integrity, and discretion when handling confidential information.
Strong attention to detail and excellent problem-solving skills.
Preferred Skills
Executive calendar management
Administrative support
Business correspondence
Data entry and database management
Report preparation
Project coordination
Customer and vendor communication
Logistics and inventory administrative support
Document management
Scheduling and meeting coordination
Microsoft Excel proficiency
Time management and organization