Virtual Assistant (VA) - Please read Carefully

Position Overview:
I am looking for a highly organized and proactive Virtual Assistant (VA) to manage daily email correspondence, track and follow up on tasks, and provide meeting support. The VA will also assist in coordinating with the operations team and ensure timely responses to customer inquiries. All work-related tasks will be managed on Microsoft platforms, while communication with me will be exclusively via WhatsApp.

Key Responsibilities
1. Inbox Management
The VA will be responsible for managing my inbox efficiently, ensuring emails are well-organized, prioritized, and responded to promptly.

Daily Email Management & Categorization
Monitor and review all incoming emails.
Categorize emails based on urgency and importance:
Urgent & High-Priority (Needs my immediate attention).
Action Required (Tasks to be assigned or followed up).
Follow-ups & Pending (Awaiting a response from others).
General Information (Newsletters, updates, and non-urgent emails).
Ensure that critical emails are not missed and notify me accordingly.
Daily Email Summary Report
Prepare a concise email summary at the end of each working day.
The report should include:
Total number of emails received.
Categorization of emails (Urgent, Action Required, Follow-ups).
Key action items for me.
Pending follow-ups from previous emails.
Send the email summary via Microsoft platform and notify me via WhatsApp.
Task Creation & Delegation
Based on email content, create tasks for me and relevant teaUpgrade to see actual infombers.
Assign tasks using the company’s task management system (Microsoft To-Do, Planner, or Teams).
Ensure tasks are clearly defined with deadlines and responsible persons.
Notify me about newly created tasks.
Follow-up on Operations & Customer Requests
Track emails related to customer inquiries and operations team responses.
If the operations team does not reply within the expected timeframe, send follow-up reminders.
Escalate any delayed responses to me if necessary.
Keep a record of pending responses and follow-ups.
Professional Email Handling
Draft and format professional email responses on my behalf if required.
Ensure correct spelling, grammar, and tone in all emails.
Handle confidential and sensitive information with discretion.
Weekly Email Performance Review
Conduct a weekly review of inbox performance, tracking:
Number of pending emails and follow-ups.
Response efficiency of the operations team.
Any bottlenecks or recurring issues in email communication.
Provide a brief weekly report with key takeaways and suggestions for improvement.
Inbox Clean-Up & Organization
Regularly archive or delete irrelevant emails.
Maintain an organized inbox with clear labels and folders for easy reference.
Unsubscribe from unnecessary promotional emails to reduce clutter.
2. Operations Team Follow-ups
Track and ensure responses from the operations team regarding customer requests.
Send reminders and escalate delays when necessary.
Maintain a structured task tracking system.
3. Meeting Support & Minutes of Meeting (MoM)
Join virtual meetings without speaking or opening the mic.
Take detailed Minutes of Meeting (MoM) and summarize key action points.
Share MoM with the relevant stakeholders after meetings.
4. Task & Workflow Management
Organize and assign tasks based on emails and meetings.
Ensure deadlines are met and provide status updates.
Maintain a structured follow-up system for pending tasks.
5. Excel & Data Handling (Future Tasks)
Assist with Excel-based reports and data entry as needed.
6. Additional Tasks Assigned by Me
Execute any additional tasks assigned by me as required.
Maintain flexibility to adapt to evolving responsibilities.
Qualifications & Skills Required
Must have experience using WhatsApp for professional communication.
Strong written communication skills in English.
Experience in email management, task tracking, and reporting.
Highly organized with strong attention to detail.
Ability to handle confidential information with discretion.
Proficiency in Microsoft Office (Outlook, Excel, Word, Teams, OneNote, etc.) and task management tools.
Self-motivated, proactive, and capable of working independently.
Must have a reliable internet connection to avoid work disruptions.
Working Hours & Expectations
Remote position with daily reporting.
All tasks and work-related activities will be handled on Microsoft platforms.
Communication with me will be exclusively via WhatsApp.
Must be proactive in managing tasks and ensuring timely follow-ups.
Ability to handle ad-hoc tasks assigned by me efficiently.