Executive Assistant / Operations & Admin VA

Job Description

• Overview We are seeking a highly organized, proactive, and detail-oriented Virtual Assistant to support a VP of Operations & Finance at a fast-growing company. This role is a blend of executive assistance, operations support, and light finance/admin coordination, helping streamline day-to-day workflows, reduce operational bottlenecks, and bring structure to a fast-moving environment. The ideal candidate is someone who can take ownership, bring order to chaos, and act as a true right-hand support. Key Responsibilities Admin & Organization (CORE) Digitize and organize large volumes of documents (Google Drive) Maintain structured filing systems (digital + inbox) Organize inbox using folders, labels, and automations Reduce clutter and improve information accessibility Expense Tracking & Light Bookkeeping Track and manage corporate credit card expenses Match receipts to transactions Prepare expense reports for accounting Ensure accurate documentation of company spend Project & Operations Support Support ongoing construction project coordination Track invoices and ensure proper documentation Maintain and update budget tracking files Ensure all paid invoices are stored and organized Calendar & Scheduling Management (VERY IMPORTANT) Manage both personal + professional calendar Prevent double bookings Schedule meetings, appointments, and commitments Book personal appointments (e.g. doctors, gym, etc.) Proactively optimize calendar usage General Executive Support Act as a right-hand support to a senior executive Help prioritize tasks and improve workflow efficiency Assist with ad hoc admin tasks Potentially support light HR admin (forms, submissions) Tools & Software Must Have: Google Workspace (Docs, Drive, Gmail) Calendar management tools Nice to Have: Sage Intacct (or any accounting software) Light bookkeeping experience Experience with automation tools Comfortable using AI tools Ideal Candidate 3+ years experience as a VA / EA / Operations Assistant Strong organizational skills (borderline OCD in a good way) Proactive and independent (doesn’t wait to be told everything) Comfortable supporting senior-level executives Strong attention to detail Able to handle both structured and unstructured environments Trustworthy and reliable
• $800 - $1,100 a month
• Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus $500 entry monthly raffle NO TRACKER. NO PROBLEM
• We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
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