Virtual Assistant /Administrative Assistant (Remote)

Thebes USA is seeking a Virtual Assistant/Administrative Assistant to support our Operations team. You'll handle a mix of administrative tasks that keep our business running smoothly—scheduling, email management, document preparation, and coordination between departments. This is a remote position based out of our Irving, Texas office, so you'll work independently while staying connected with the team through digital tools. You'll report to the Operations Manager and play an important role in ensuring our daily operations stay organized and efficient.

• Manage calendars and schedule meetings for multiple team members, including coordinating across time zones when needed
• Handle incoming emails, filter by priority, and draft responses on behalf of managers
• Prepare, format, and organize documents including reports, presentations, and correspondence
• Maintain filing systems and databases, ensuring information is current and easy to locate
• Process invoices, expense reports, and other financial documents
• Coordinate travel arrangements including flights, hotels, and ground transportation
• Track deadlines and follow up on pending tasks with team members
• Prepare meeting agendas and take detailed meeting notes
• Manage office supplies and vendor relationships
• Assist with onboarding new employees by preparing paperwork and coordinating orientation activities
• Answer phones and direct calls to appropriate departments
• Support multiple departments as needed to ensure smooth operations

• 2+ years of experience in an administrative or virtual assistant role
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with calendar management and scheduling software
• Strong written and verbal communication skills
• Ability to organize multiple tasks and prioritize effectively
• Comfortable working independently in a remote environment
• Reliable internet connection and a dedicated workspace
• Attention to detail and accuracy in all work
• Ability to maintain confidentiality and handle sensitive information

• Experience with project management tools (Asana, Monday.com, or similar)
• Familiarity with CRM systems
• Knowledge of basic bookkeeping or accounting practices
• Experience supporting C-level executives
• Bilingual capabilities (English/Spanish)

• Remote work arrangement with flexibility
• Health insurance coverage
• Professional development opportunities
• Collaborative team environment
• Stable, growing company with room for career growth