Assistant to the Director of Customer Success

Role Overview

We are looking for a dependable and organized Virtual Assistant to provide day to day administrative and coordination support to the Director of Customer Success.

This role will assist the Director of Customer Success across the teams, activities, and responsibilities under her supervision. The primary focus is to keep tasks organized, follow up on outstanding items, maintain accurate records, and ensure she has the information and support needed to manage her department effectively.

The ideal candidate can understand instructions, learn established processes, and consistently complete assigned tasks with attention to detail. This is an assistant level position suited to someone who enjoys supporting a leader and keeping daily work moving.

Ideal Working Style

We value someone who is practical, patient, receptive to guidance, and comfortable handling routine tasks consistently. The right person takes initiative on follow ups and organization while seeking approval for decisions outside their authority.

What Success Looks Like

The Director of CS' schedule and priorities are organized, pending items receive timely follow ups, records remain accurate, and important concerns are brought to her attention promptly. The assistant helps reduce her administrative workload so she can give more attention to leading her teams.

Key Responsibilities

1. Daily Administrative Support Assist with scheduling, meeting arrangements, reminders, document preparation, and other administrative needs.
2. Task Tracking and Follow Through Maintain a tracker of assignments, deadlines, and pending items. Follow up with the relevant team members and keep the Director of CS informed of progress and delays.
3. Team Coordination Help coordinate requests, updates, and deliverables across the teams under the Director of CS. Relay instructions accurately and confirm that action items reach the right people.
4. Meeting Support Prepare meeting materials, take clear notes, record action items and owners, and follow up on agreed deadlines.
5. Reports and Information Gathering Collect team updates, consolidate information into established reporting formats, and check submissions for completeness before presenting them for review.
6. Documentation and Recordkeeping Keep files, trackers, contact lists, and department documents organized and up to date.
7. Communication Support Draft routine messages, reminders, and announcements for review. Flag requests or concerns that require Director of CS' attention.
8. Other Assigned Support Assist with special projects and other administrative or coordination tasks related to Director of CS' responsibilities.

Qualifications

1. Previous experience as a Virtual Assistant, Administrative Assistant, or in a similar support role is preferred.
2. Good written and verbal English communication skills.
3. Ability to understand instructions, ask relevant questions, and apply feedback.
4. Strong organization, attention to detail, and reliable follow through.
5. Working knowledge of Google Workspace, particularly Gmail, Calendar, Docs, and Sheets.
6. Comfortable using Discord and learning internal systems.
7. Able to handle confidential employee, client, and company information with discretion.
8. Willing to work a schedule aligned with the CS Director and the department’s needs.