Job Openings Allen Partners Ltd Virtual Assistant

About the job Allen Partners Ltd Virtual Assistant

Please Note: This job is being posted on behalf of Julie Allen (www.allenpartnersltd.com) by Great Assistant (www.greatassistant.com). Great Assistant is a company that works with entrepreneurs to match them to assistants.

Julie Allen is the Founder and Managing Director of Allen Partners Ltd., a boutique executive search and advisory firm serving CEOs and boards in the Medtech industry. Since 2003, the firm has worked with start-up, venture-backed, and growth-stage companies developing life-saving medical technologies. Through executive search and strategic advisory, Allen Partners helps organizations select the right executive leaders and supports senior leaders as they think through what comes next in their careers.

We are seeking a Virtual Assistant who is calm, organized, and naturally proactive. This role is ideal for someone who manages details with care and keeps important tasks and communication moving forward in a consistent and reliable way. You will instinctively notice what needs attention and help ensure conversations, relationships, and projects continue progressing smoothly.

We are a small, founder-led firm in a re-building phase, where this role will play an important part in creating consistency and supporting the next stage of growth. As we continue to grow, we are looking for a dependable partner who brings structure, organization, and follow-through to the operational side of the business.

The right candidate must take pride in their work and align with the company's core values:

  • Relationships Matter
  • Serve Others with Patience and Understanding
  • Excellence Through Preparation and Diligence
  • Judgment and Communication
  • Focus, Discipline, and Follow-Through
  • Clarity Before Commitment
  • Integrity and Discretion

As our assistant, you will support internal operations and assist with select client communication as needed. The role will initially focus on helping the Founder stay organized and client-focused, with the opportunity for increased client interaction over time. You will represent the firm with professionalism and discretion while keeping meetings, communication, and follow-ups organized and on track.

Some of your responsibilities will include:

  • Managing our Founder's schedule across personal and business commitments
  • Coordinating meetings with clients, candidates, and professional contacts
  • Organizing and managing personal and business email inboxes
  • Preparing meetings and organizing follow-up communication and action items
  • Communicating with clients and leaders in a professional manner
  • Preparing and organizing documents and presentations using Microsoft Office and PowerPoint
  • Maintaining and organizing internal databases and contact records
  • Implementing and managing internal systems and technology tools
  • Conducting industry research and building lists of companies and leaders for business development
  • Assisting with LinkedIn outreach and network development
  • Scheduling and posting LinkedIn content using Canva templates
  • Supporting marketing and communication materials
  • Coordinating video, photography, or PR activities when needed
  • Booking travel for conferences, meetings, or family trips
  • Assisting with personal administrative tasks when needed

In addition to the above, the ideal candidate must be/have:

  • Calm, steady, and emotionally grounded

  • Highly organized with strong attention to detail
  • Naturally proactive, able to think ahead, anticipate needs, and keep work moving forward
  • Strong judgment, professionalism, and a high level of discretion
  • High emotional intelligence and strong self-awareness
  • Assertive and comfortable offering suggestions and insights while remaining respectful and collaborative
  • Clear and thoughtful communication skills, both verbal and written
  • Focused and disciplined, with the ability to keep work moving forward
  • Dependable with strong follow-through and consistency in managing important details
  • Skilled in supporting executive-level relationships with senior leaders in a professional business environment
  • Enjoys implementing systems, organizing processes, and improving workflows
  • Friendly, engaging, steady-tempered, and easy to work with
  • You must be tech savvy and quick to pick up new tools and software

You must have experienced in the following tools:

  • Microsoft Office Suite, including Excel, PowerPoint, and Outlook

  • Google Drive / Google Docs

Experience with the following tools is a plus!

  • Canva

  • LinkedIn

  • Clockwork Database

Position Details

  • This is a 1099 contractor position
  • The position will be 20–25 hours per week
  • Hours are flexible, with preference for some overlap between 9:00 am and 5:00 pm CST for meetings and client communication
  • The pay rate is $30/hr. USD
  • You must be able to pass a background check
  • We are looking for someone to become a long-term (3+ years) team member

**Please do not contact Julie Allen or Allen Partners Ltd. directly; doing so will disqualify your application***