Virtual Receptionist / Secretary - EST Hrs (Remote)
Introduction
ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency. We partner with international US clients and integrate our staff members directly within our clients' operations. We focus on long-term placements where you contribute directly to the client's success.We are recruiting a Virtual Receptionist / Secretary to support a U.S.-based client. This role is ideal for a highly professional, well-spoken, and organised individual who takes pride in delivering exceptional front-line service and seamless administrative support.
You will serve as the first point of contact for the client's business — managing incoming calls, coordinating schedules, handling correspondence, and supporting day-to-day administrative operations. The client is looking for someone who is reliable, self-motivated, and capable of representing their business with professionalism and confidence.
Duties & Responsibilities
- Answer incoming calls professionally and efficiently, serving as the first point of contact for clients, customers, and stakeholders.
- Screen, direct, and manage calls appropriately, taking accurate messages where required.
- Schedule and coordinate appointments, meetings, and calendars on behalf of the client.
- Manage incoming and outgoing correspondence, including emails, faxes, and written communications.
- Perform general administrative and secretarial duties to support daily business operations.
- Maintain organised and accurate records, files, and databases.
- Draft, proofread, and send professional communications as directed.
- Follow up on outstanding tasks, appointments, and action items proactively.
- Liaise with clients, customers, and internal stakeholders in a professional and courteous manner.
- Identify and escalate urgent matters timeously.
Desired Experience & Qualification
- Previous experience in a receptionist, secretarial, virtual assistant, or administrative support role.
- Excellent verbal and written English communication skills with a clear, professional, and neutral accent.
- Strong telephone etiquette and front-line customer service skills.
- High level of professionalism and the ability to represent a business confidently.
- Strong organisational and time management skills with the ability to multitask effectively.
- Excellent attention to detail and commitment to accuracy.
- Ability to work independently, take initiative, and manage responsibilities with minimal supervision.
- Proficient in MS Office (Word, Excel, Outlook) and comfortable navigating new software.
- Reliable, punctual, and self-motivated with a strong work ethic.
- High level of accountability, integrity, and discretion.
Working Conditions
Working Hours: Monday to Friday, 09:00 – 18:00 EST (15:00 – 00:00 or 16:00 – 01:00 SA time, depending on daylight savings)Public Holidays: Required to work SA & U.S. public holidays (BCEA compliant compensation applies)
Work Setup: Fully remote
Internet Requirements:
- Fixed fibre internet (minimum 25 Mbps upload/download)
- Wired Ethernet connection
- Reliable backup power solution
