Virtual Assistant

**Company Description**

KOVARH provides engineering and technical support for custom fabrication and printing projects. We specialize in fabrication workflows, printing technologies, materials, and assembly processes, ensuring efficient development from concept to production-ready designs.

We collaborate with manufacturing partners in the United States who handle production, and we are currently looking for an assistant to help coordinate communication and support this collaboration. Our goal is to deliver reliable, innovative solutions while helping businesses successfully bring their projects to production.

**Core Responsibilities**

**1. Board & Committee Support (5 hrs/week)**

- Schedule board and committee meetings
- Draft and distribute agendas (with Executive Director input)
- Take detailed and accurate meeting minutes
- Track action items and follow-ups
- Manage task tracking in Trello
- Ensure accountability on deadlines
- Maintain committee documentation in SharePoint

**2. Executive Inbox & Document Management (5 hrs)**

- Manage Executive Director inbox:
- Flag priority emails
- Draft responses as needed
- Respond directly when appropriate
- Save and organize documents in SharePoint
- Maintain consistent file naming and folder structure
- Ensure critical communications are archived properly

**3. Bookkeeping & Financial Administration (10 hrs)**

- Enter and categorize transactions
- Reconcile accounts
- Process invoices and track payments
- Assist with financial reporting preparation
- Maintain organized digital financial records
- Support audit readiness and documentation standards

**4. New Member Onboarding & Drip Campaign Ownership (10 hrs)**

- Own the execution of the new member onboarding process
- Ensure the drip campaign is initiated promptly upon membership confirmation
- Track onboarding timelines and confirm all communications are sent on schedule
- Complete assigned onboarding steps (document distribution, CRM updates, file uploads, etc.)
- Coordinate internally to ensure welcome materials, access credentials, and key documents are delivered
- Track onboarding completion milestones
- Flag delays or breakdowns in the process
- Maintain accurate onboarding documentation in SharePoint and Salesforce

**This role is responsible for ensuring every new member experiences a seamless, professional, and timely integration.**

**5. Sales Activity & CRM Support (10 hrs)**

- Track sales-related emails and activity from Outlook
- Log and reconcile activity in Salesforce
- Maintain CRM data integrity
- Assist with pipeline reporting
- Ensure accurate documentation of prospect engagement
- Flag missing follow-up or incomplete records