Part-Time Virtual Assistant- Bilingual MUST be fluent in Spanish

We are seeking a highly organized, reliable, and proactive Virtual Assistant to support our day-to-day operations. The ideal candidate will manage incoming phone calls, respond to emails, coordinate scheduling and calendar management, and handle basic invoicing and administrative tasks. This role is essential in ensuring smooth communication and efficient administrative support across the organization.

HOURS: Variable schedule, 4 hours per day between 8am-5pm CENTRAL TIME

Key Responsibilities

1. Phone & Email Management
Answer incoming calls professionally and direct them appropriately
Return voicemails and follow up on missed calls in a timely manner
Monitor and respond to emails, flagging urgent messages and prioritizing tasks
Draft, proofread, and send professional email correspondence on behalf of the company

2. Scheduling & Calendar Coordination
Manage calendars, book meetings, and schedule appointments
Coordinate with clients, team members, and vendors for timely scheduling
Send reminders and follow-ups to ensure everyone is informed and prepared
Avoid scheduling conflicts and maintain updated calendar records

3. Invoicing & Admin Tasks
Generate and send invoices using accounting or invoicing software (e.g., QuickBooks, Wave, etc.)
Track payments, follow up on overdue invoices, and maintain organized financial records
Assist in reconciling accounts and providing reports as needed
Maintain digital filing systems and update client records

4. General Administrative Support
Perform data entry, documentation, and form creation
Maintain organized files and records
Support in preparing reports, presentations, or client documents as needed
Qualifications
Proven experience as a virtual assistant or relevant administrative role
Excellent communication skills, both verbal and written
Strong organizational and time-management abilities
Proficiency with Google Workspace (Docs, Sheets, Calendar), Zoom, and email management tools
Familiarity with invoicing software (e.g., QuickBooks, FreshBooks, Square)
Ability to maintain confidentiality and handle sensitive information
Self-starter with a high level of attention to detail and professionalism
Preferred Qualifications
Bilingual (English/Spanish) preferred
Prior experience supporting healthcare, legal, or service-based businesses a plus