Job Description:
Virtual Dream Team is looking for a highly organized, detail-oriented Task Translator & Administrator to work directly with a fast-moving business owner. You'll turn verbal instructions, meetings, and messages into clear, actionable tasks in Monday.com, making sure every detail is accurate, assigned, and followed through to completion.

This role is ideal for someone who genuinely enjoys keeping systems organized, current, and reliable.

Key Responsibilities:
• Capture instructions in real time from Zoom meetings, voice notes, Slack, WhatsApp, and written messages.
• Translate fast-paced conversations into clear, actionable tasks with accurate details, owners, priorities, and deadlines.
• Maintain Monday.com boards, ensuring task information reflects actual progress throughout the day.
• Review and correct AI-generated task drafts, filling in missing details before assigning work.
• Identify unclear instructions, gather missing information, and organize questions for the business owner.
• Follow up directly with team members on outstanding tasks, missed deadlines, and progress updates.
• Monitor open tasks through completion, ensuring nothing gets overlooked, delayed, or left outdated.
• Join Zoom meetings on short notice and provide accurate task updates when needed.

We sometimes ask for flexible support on related tasks, but nothing outside your skill set and always with clear communication.

Required Tools:
• Monday.com
• Slack
• Zoom
• WhatsApp
• AI transcription and task management tools

What We're Looking For:
• Exceptional organizational skills: You genuinely enjoy maintaining clean, accurate systems and keeping every detail in its proper place.
• Strong attention to detail: You capture information accurately, spot inconsistencies, and ensure nothing important gets missed.
• Real-time listening and communication skills: You can follow fast-paced conversations and immediately translate instructions into tasks others can understand.
• Confident follow-through: You're comfortable asking direct questions, requesting updates, and holding teammates accountable professionally.
• Technology proficiency: You're comfortable with digital tools, AI-assisted workflows, and learning new systems. Monday.com experience is a strong advantage.
• Relevant experience: Backgrounds in administrative support, executive assistance, bookkeeping support, legal assistance, dispatch coordination, or operations support are welcome.

Working Hours:
• Full-time, Monday to Friday, 8:00 AM to 5:00 PM Eastern Standard Time (EST). You must be available consistently during these hours and comfortable joining meetings on short notice.

Why Join us?

Join Phyllis Song’s Virtual Dream Team as a Project Manager / Executive Assistant and become part of a supportive, family-oriented team that values professional growth, collaboration, and work-life balance. We empower you to develop your skills, take ownership of meaningful projects, and build a rewarding career where your contributions truly matter!