Administrative Assistant

About the role

Visionaries is a fast-growing platform for women entrepreneurs that blends community and media to help founders build stronger networks, access funding, and grow impactful businesses through events, education, and connection-building. The team is hiring a self-managing Administrative Assistant to support daily operations and keep the organization running efficiently behind the scenes.

This is a full-time W-2 position with benefits and a target start date of August 17, 2025. The role is fully remote, but it requires dependable WiFi, a personal computer, and a smartphone with a data plan. You will work closely with the Operations + Program Manager and the Founder, handling communications, billing, community support, grant program coordination, and other operational tasks as needed.

The company is a small team, so the person in this role should be comfortable taking ownership, working independently, and managing both more advanced administrative work and some entry-level tasks until the team expands. The ideal candidate is someone who can think ahead, build simple systems, and prevent issues before they become problems.

Work schedule and setup

Business hours are Monday through Thursday, 9:00 AM to 6:00 PM EST. Even though the position is remote, there is flexibility to shape a schedule that fits your life. Occasional travel may be needed to support live events.

What you will do

• Sort, manage, and respond to email and direct-message inquiries so important communication stays organized and nothing is overlooked.
• Oversee billing follow-up and payment recovery, including declined transactions, subscription issues, and payment system support.
• Publish recurring community posts in Circle, such as goal-setting prompts, celebration updates, and event reminders.
• Assist with grant program operations, including applicant communication, tracking, and cycle coordination.
• Coordinate internal reminders and schedules so deadlines are met and the team stays aligned.
• Support the rollout of local chapter licensing by helping organize onboarding, brand compliance, event submissions, and related processes.
• Improve and maintain repeatable workflows so recurring work is dependable and easier to manage over time.
• Adapt to evolving priorities as the organization grows and new support roles are added.
• Travel occasionally when needed for in-person events.

What the team is looking for

• At least 3 to 5 years of experience in administration, operations, or coordination.
• A proactive mindset with the ability to notice what needs attention and act without waiting for direction.
• Strong precision and follow-through, with a habit of checking your own work carefully.
• Excellent written communication that is clear, warm, and professional, especially for asynchronous work.
• Strong comfort with technology and the ability to learn and troubleshoot new tools quickly.
• High accountability, honesty, and ownership when mistakes happen.
• A cooperative, approachable attitude paired with high standards and a strong work ethic.
• Comfort working independently, staying on deadlines, and managing several priorities at once.
• Strong research skills and resourcefulness when solving problems on your own.
• Excellent English fluency in both written and spoken communication.
• Good judgment about when to solve an issue independently and when to escalate.
• Eligibility to work in the United States with verifiable working rights through E-Verify.

Nice-to-have experience

• Intermediate or higher Spanish fluency.
• Background in online business or women’s entrepreneurship.
• Experience with Circle, ThriveCart, Kit/ConvertKit, Slack, Google Workspace, Zapier, or similar platforms.
• Exposure to community management or membership programs.
• Comfort with basic bookkeeping or payment platform administration.
• Experience supporting grants, events, community operations, or awards programs.

Benefits and perks

• Full benefits package, including health, dental, and vision coverage.
• Option to add life insurance and disability insurance.
• 401(k) availability.
• Unlimited paid time off.
• Company-wide summer and winter holiday breaks that are fully paid.
• Paid parental leave after 52 weeks of employment: 3 months.
• Paid parental leave after 104 weeks of employment: 6 months.

Inclusion statement

Visionaries describes itself as an anti-racist organization and an ally to the LGBTQ+ community. The company says it is committed to creating an inclusive, equitable workplace where people of all identities, ethnicities, and backgrounds feel welcome, supported, and able to grow.

Hiring timeline

• July 6 to 12: Applications open.
• July 13: Interview requests go to selected applicants.
• July 14 to 17: Interviews with the Operations + Program Manager.
• July 21 to 23: Interviews with the Founder.
• July 27 to 30: Reference checks, offer, and background check.
• August 17: Planned start date.

Additional notes

The role is best suited to someone who can work with limited supervision, keep many moving parts organized, and build reliable systems rather than just completing tasks one by one. Visionaries also encourages applicants from traditionally marginalized communities to apply, even if they do not meet every qualification listed.