Virtual Front Desk Receptionist Virtual Assistant

 Location: Remote
Schedule: Monday to Friday, 8:00 AM - 5:00 PM Central Time (US)
About the Opportunity

We are seeking a professional, personable, and highly organized Virtual Front Desk Receptionist / Virtual Assistant to support a well-established U.S.-based organization.

This role serves as the first point of contact for clients, visitors, and vendors through a virtual front desk system. The ideal candidate combines excellent customer service skills with strong administrative capabilities to ensure smooth daily operations and a welcoming, professional experience.

You will work remotely while supporting front desk operations, scheduling, communication, and general administrative needs.

Virtual Front Desk & Guest Management

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  Greet and assist visitors, clients, and vendors through virtual front desk technology.

  
  


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  Remotely manage building access and provide instructions to visitors.

  
  


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  Coordinate incoming deliveries and communicate with vendors.

  
  


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  Maintain a professional and welcoming presence during working hours.

  
  

Scheduling & Calendar Management

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  Schedule, confirm, and coordinate internal and external meetings.

  
  


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  Manage calendars, including changes, cancellations, and rescheduling.

  
  


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  Coordinate meeting room reservations and availability.

  
  


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  Assist with email correspondence and meeting coordination.

  
  

Administrative Support

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  Arrange travel bookings and prepare expense reports.

  
  


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  Order and track office supplies and catering requests.

  
  


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  Coordinate courier services, shipping, and deliveries.

  
  


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  Assist with maintenance requests and vendor coordination.

  
  


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  Monitor shared inboxes, respond to inquiries, and route messages appropriately.

  
  


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  Provide general administrative assistance as needed.

  
  

Professional Representation

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  Maintain a polished, friendly, and professional approach in every interaction.

  
  


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  Communicate effectively with internal teams, clients, and external stakeholders.

  
  


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  Handle sensitive information with discretion and confidentiality.

  
  

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  Previous experience in customer service, reception, virtual assistance, or administrative support.

  
  


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  Excellent verbal and written English communication skills.

  
  


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  Friendly, confident, and professional when interacting with clients and visitors.

  
  


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  Experience with Microsoft Outlook, Teams, Zoom, Excel, and PowerPoint.

  
  


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  Familiarity with virtual reception systems and video conferencing equipment is an advantage.

  
  


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  Knowledge of Adobe, DocuSign, SharePoint, Concur, or Notion is a plus.

  
  


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  Strong calendar management, email management, and organizational skills.

  
  


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  Ability to multitask, prioritize responsibilities, and work independently.

  
  


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  Reliable high-speed internet connection and a quiet, professional home workspace.

  
  


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  Must be comfortable remaining on camera while attending to virtual front desk visitors.

  
  


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  Availability to work Monday through Friday, 8:00 AM to 5:00 PM Central Time.

  
  


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  Willingness to complete a background check and sign a confidentiality agreement.

  
  

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  Outgoing, approachable, and naturally welcoming.

  
  


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  Detail-oriented, dependable, and proactive.

  
  


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  Comfortable working in a fast-paced professional environment.

  
  


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  Able to build rapport quickly with different personalities.

  
  


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  Resourceful and capable of solving problems independently.

  
  


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  Committed to providing excellent customer service.

  
  

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  Competitive compensation based on experience.

  
  


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  Fully remote working arrangement.

  
  


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  Opportunity to work with an established U.S.-based organization.

  
  


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  Collaborative and supportive professional environment.

  
  


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  Opportunities to develop administrative and client service skills.