Executive Assistant / Operations & Admin VA

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

- Light HR admin work ( maintenance of the paperwork and upkeep in our system).

Expense Tracking & Light Bookkeeping

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Track and manage corporate credit card expenses

- Match receipts to transactions

- Prepare expense reports for accounting

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Ensure accurate documentation of company spend

Project & Operations Support

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Support ongoing construction project coordination

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Track invoices and ensure proper documentation

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Maintain and update budget tracking files

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Ensure all paid invoices are stored and organized

Calendar & Scheduling Management (VERY IMPORTANT)

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Manage both personal + professional calendar

- Prevent double bookings

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Schedule meetings, appointments, and commitments

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Book personal appointments (e.g. doctors, gym, etc.)

- Proactively optimize calendar usage

General Executive Support

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Act as a right-hand support to a senior executive

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Help prioritize tasks and improve workflow efficiency

- Assist with ad hoc admin tasks

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Potentially support light HR admin (forms, submissions)

Tools & Software
Must Have:

- Google Workspace (Docs, Drive, Gmail)

- Calendar management tools

- Microsoft Office

Nice to Have:

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Sage Intacct (or any accounting software)

- Light bookkeeping experience

- Experience with automation tools

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Comfortable using AI tools

Ideal Candidate

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3+ years experience as a VA / EA / Operations Assistant

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Strong organizational skills (borderline OCD in a good way)

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Proactive and independent (doesn’t wait to be told everything)

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Comfortable supporting senior-level executives

- Strong attention to detail

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Able to handle both structured and unstructured environments

- Trustworthy and reliable

Why Join Assist World ?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$500 entry monthly raffle

NO TRACKER. NO PROBLEM

Originally posted on Himalayas