DemandScience
SeniorVirtualAssistant
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“Senior Virtual Assistant at DemandScience. Skills: process management, cross-functional coordination, vendor/stakeholder management, operational metrics, resource planning, continuous improvement. Monitor and triage shared mailboxes and mail shares, identifying items requiring action or escalation. Route requests to appropriate owners and track follow ups to completion”
What You'll Achieve.
enabling effective communication flow; ensuring actions are tracked and progressed; supporting the smooth operation of cross functional activities; support the conversion of agreed decisions into tangible progress
Industry & Context.
Ability to work effectively with stakeholders operating across US East business hours (8am–5pm EST), Flexibility to support time sensitive coordination when required
What They're Looking For.
Must Have
Demonstrable experience in an administrative or coordination role, organizational and prioritization skills, Confidence communicating with and following up on stakeholders at different levels, Ability to handle multiple parallel activities and competing deadlines, written communication and document handling skills, High attention to detail and accuracy, Professional discretion when handling sensitive or confidential information, Comfort working in an environment with shifting priorities and ambiguity, 60 words per minute typing, Proficiency in Office 365 (including Outlook, Word, PowerPoint, Teams, Planner, and SharePoint) and Google Workspace (including Gmail, Docs, Sheets, and Calendar), Experience supporting cross functional or programme based work, Familiarity with shared inbox coordination and document repositories, Experience operating in regulated, technology, or fast paced environments, Ability to work effectively with stakeholders operating across US East business hours (8am–5pm EST), Flexibility to support time sensitive coordination when required
What You'll Do.
Monitor and triage shared mailboxes and mail shares
identifying items requiring action or escalation
Route requests to appropriate owners and track follow ups to completion
Prevent requests from remaining unanswered in shared inboxes
Organise and maintain mailbox folders
and basic rules where appropriate
Support response coordination
and scheduling follow ups
Maintain document libraries and shared folders
Apply version control
and naming conventions
and proofread documents as required
Maintain simple inventories
Support the organization of written communications and email threads
including recurring and ad hoc meetings
Coordinate meetings across internal and cross functional teams
Maintain visibility of schedules
Maintain simple trackers for actions
Place and coordinate meeting holds (agendas prepared by meeting chairs)
Attend meetings to take minutes and record agreed actions
Support follow up to ensure actions are clearly documented and progressed
Follow up on agreed actions with internal and external stakeholders
Track progress against agreed timelines and milestones
Proactively remind stakeholders ahead of deadlines
Coordinate inputs across teams such as Legal
Support the conversion of agreed decisions into tangible progress
Track the status of items within defined processes
Organise and catalogue received documentation and materials
Maintain visibility of timelines and dependencies for relevant activities
Support last minute scheduling changes
Handle urgent follow ups and time critical coordination requests
Assist with ad hoc activities that fall outside standard responsibilities
How You'll Work.
Team & Collaboration
Coordination of meetings across internal and cross functional teams; Coordination of inputs across teams such as Legal, IT, Product, and Vendors; Follow up on agreed actions with internal and external stakeholders
Communication Scope
Confidence communicating with and following up on stakeholders at different levels; written communication
Process & Methodology
cross-functional coordination, programme based work
Full Job Description
We are DemandScience, a global company which never stops innovating in our mission to provide the healthiest and most predictive global B2B data and intelligence for our customers. Our clients include sales and marketing professionals at global companies. Excellent execution is in our DNA. We provide innovative AI-analytics merged with enriched data to identify your next in-market prospects and customers at scale. Position Summary: The Senior Administrative Coordinator / Senior Virtual Assistant provides proactive administrative, coordination, and organizational support primarily to the Governance, Risk and Compliance (GRC) function, and to the wider Information Security & Compliance team as required. The role focuses on enabling effective communication flow, ensuring actions are tracked and progressed, and supporting the smooth operation of cross functional activities. This position requires experience, judgement, and confidence working with senior stakeholders. It is not an entry level or purely task based virtual assistant role and does not involve line management or decision making authority. Essential Job Functions “What You’ll Do”: Responsibilities are carried out in support of the GRC function as the primary focus, and across the wider Information Security & Compliance team where needed. Administrative Support & Organization • Monitor and triage shared mailboxes and mail shares, identifying items requiring action or escalation • Route requests to appropriate owners and track follow ups to completion • Prevent requests from remaining unanswered in shared inboxes • Organise and maintain mailbox folders, labels, and basic rules where appropriate • Support response coordination, including drafting, chasing, and scheduling follow ups • Maintain document libraries and shared folders • Apply version control, document hygiene, and naming conventions • Format, tidy, and proofread documents as required • Maintain simple inventories, trackers, and registers • Support th
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