Administrative Assistant

Overview

Administrative Assistant Jobs in United States at Visionaries

Title: Administrative Assistant

Company: Visionaries

Location: United States

Do you get a borderline unreasonable amount of satisfaction from an empty inbox, a system that runs like clockwork, and knowing that every single detail has been handled before anyone even had to ask?

Are you the person who can juggle a dozen different things at once — email, billing, scheduling, tech troubleshooting, community engagement — without dropping a single ball or needing someone to remind you what’s next?

Have you been accused of being almost psychic because you anticipate problems before they happen, remember every loose end, and somehow always know where that one document is?

Do you genuinely thrive on keeping things running smoothly behind the scenes, taking ownership of the unsexy-but-essential stuff that makes a business actually function — and doing it without needing to be micromanaged?

And do you also genuinely love seeing other awesome humans succeed and you may or may not be caught on camera one day ugly crying and/or fist pumping watching iconic women doing iconic sh*t?

If you’re like nailed it! then we’re thrilled that our job posting caught your attention! 

Visionaries is a young, vibrant platform for women entrepreneurs — part community, part media brand — built to help founders expand their networks, access capital, and build extraordinary businesses and lives through powerful connections, curated events, strategic education, and funding opportunities that turn big vision into lasting impact.

We’re looking for a sharp, self-directed Administrative Assistant to join our small but mighty team. This is a full-time, benefited W-2 position with a target start date of August 17, 2025. You’ll be the operational glue that keeps everything running — managing communications, supporting our grant program operations, keeping our community humming, and making sure nothing falls through the cracks.

This position is fully remote, so you’ll need reliable WiFi, your own computer, and a smartphone with a data plan. You’ll work directly with our Operations + Program Manager and Founder to keep the business running smoothly — handling email, billing, community engagement, tech troubleshooting, and whatever else needs to get done to keep things on track.

A note about this role: As we are a young company with a small team, we’re looking for a team player who is more experienced in admin but also willing to do more entry-level tasks until we grow to the point of bringing on additional, lower level support. We need someone who can think, not just execute — someone who can own their domain, anticipate what’s needed, and operate independently without constant direction. You’ll be working mostly independently, and we need to trust that you’ll handle self-directing well so nothing falls through the cracks.

Why working at Visionaries is amazeballs:

• Our business hours are Mon-Thurs from 9am-6pm EST, but positions are fully remote and you have a TON of flexibility to create a schedule that aligns to your life 
• Full benefits package including health, dental, and vision insurance, plus the ability to add life and disability insurance
• 401(k) offered
• We take pride in our employees’ incredible work ethic and offer an unlimited PTO policy… plus paid company-wide summer and winter holiday breaks
• Paid parental leave — after 52 weeks of employment, you will be eligible for three (3) months paid leave, and after 104 weeks, that increases to six (6) months
• If it’s not obvious… we believe in prioritizing people

Our commitment to inclusion and diversity: At Visionaries, we take inclusion and diversity seriously. We believe it is critical to get this right and are always trying to improve our way of working to be more inclusive and equitable. Visionaries as an organization is anti-racist and an ally to the LGBTQ+ community. We are committed to providing an environment where people of all ethnicities, identities, and backgrounds feel welcomed to work, grow, and live in their truth.

If you are looking for a company and a mission that rewards you for being a great human doing great work, encourages learning, growth, and development, and prioritizes creating a joyful, inclusive, and supportive work environment, we’d love to read your application!

Details on the Administrative Assistant role:

What you’ll be supporting:

You’ll be the organizational backbone across multiple programs — our monthly grant cycles, membership community, annual conference and in-person events, awards program, media production, and more. Each has its own moving pieces, communications, and deadlines — and you’ll be the person making sure nothing slips.

Responsibilities include, but are not limited to:

• Manage and triage email + DM communications — keeping inboxes organized, responding to inquiries, and ensuring nothing gets lost or forgotten
• Handle billing and payment recovery — following up on declined payments, managing subscription issues, and keeping our payment systems running smoothly
• Post community engagement content — weekly goal-setting prompts, celebration posts, event reminders, and other scheduled communications in our Circle community
• Support grant program operations — applicant communications, tracking, and ensuring smooth execution of application cycles
• Schedule and coordinate internal communications — making sure reminders go out, deadlines are met, and the team knows what’s happening when
• Support chapter licensing operations as we roll out local chapters — helping to shape processes for onboarding new chapter leaders, maintaining brand standards, coordinating event submissions, and more
• Create and maintain systems that make recurring tasks repeatable and reliable — not just doing the work, but building the process so it runs smoothly every time
• As Visionaries evolves as a company, your role and responsibilities will be shaped by your strengths and what you love doing, with newly created roles being designed to take other things off your plate
• While this position is fully remote, occasional travel may be required to support live events

The non-negotiables:

• 3-5 years minimum of administrative, operations, or coordinator experience — you’ve done this before and don’t need hand-holding
• Self-directed and proactive — you see what needs to be done and do it without being asked
• Impeccable attention to detail — nothing slips past you, and you double-check your own work
• Strong written communication skills without needing to us AI — clear, professional, and warm (most communication is async)
• Highly tech fluent — comfortable learning new tools quickly and troubleshooting when things break
• Radically honest and accountable — when you make a mistake, you own it immediately and fix it, and you overall embody the concept of unimpeachable character
• Easy going, collaborative, friendly demeanor, but allergic to mediocrity — if something’s worth doing, it’s worth doing right
• Thrives working independently while always meeting deadlines and exceeding expectations
• Uncanny Googling superpowers and the ability to take initiative and figure sh*t out on your own
• Full fluency in English with impeccable written and verbal communication skills
• Comfortable managing multiple priorities without getting overwhelmed — you can hold a lot in your head and keep it all moving
• Excellent discernment — you know when to handle something yourself vs. when to escalate
• “I can’t,” “I don’t know how,” and “because we’ve always done it that way” aren’t in your vocabulary
• Verifiable working rights within the US through E-Verify

Massive brownie points for:

• Intermediate or above Spanish fluency
• Experience in the online business or women entrepreneurship space
• Familiarity with Circle, ThriveCart, Kit (ConvertKit), Slack, Google Workspace, Zapier, or similar tools
• Experience with community management or membership programs
• Comfort with light bookkeeping or payment platform management
• Any experience supporting grant programs, event production, community operations, or awards programs

Anticipated hiring timeline:

• July 6- 12: Applications open
• July 13: Interview requests sent to top applicants
• July 14-17: Interviews with Operations + Program Manager
• July 21-23: Interviews with Founder
• July 27-30: Reference checks, offer made, background check
• August 17: Start time!

If you are looking for a company and a mission that rewards you for being a great human doing great work, encourages learning, growth, and development, and prioritizes creating a joyful, inclusive, and supportive work environment, APPLY HERE: https://visionaries.co/careers/

If you do not possess each and every qualification listed below, we still highly recommend you apply for this role, particularly if you identify as a member of a traditionally marginalized community.