Executive Assistant Operations Virtual Assistant

Role Overview

This role supports a solo founder managing multiple business and personal workstreams, including a consulting business, short-term rental properties, and household/family logistics. The ideal Virtual Assistant is highly organized, proactive, detail-oriented, and outcome-driven, capable of juggling diverse responsibilities while working independently with clear deliverables and deadlines.

Core Responsibilities

Business Administration (Consulting & Services)

● Consolidate and manage multiple calendars into a single, reliable system

● Coordinate scheduling and communicate with external contacts on the client’s behalf

● Assist with meeting setup, confirmations, and follow-ups

● Complete administrative tasks such as vendor portal submissions (e.g., deal registrations)

● Track tasks, deadlines, and follow-ups to ensure nothing falls through the cracks

Light Bookkeeping & Financial Admin Support

● Review and organize credit card statements and transaction data

● Assist with basic reconciliation prep (categorizing expenses, flagging discrepancies)

● Compile financial summaries and documentation for review

● Maintain clean and well-organized financial records (This role supports bookkeeping but does not replace a formal bookkeeper)

Household & Family Management (Personal Assistant Tasks)

● Manage family calendars and ensure all activities are properly scheduled

● Research, organize, and coordinate summer camps, events, and extracurriculars

● Track deadlines for:

○ Event ticket purchases

○ School applications and requirements

○ Shadow days and school-related scheduling

● Assist with researching and ordering household tools (e.g., large digital family calendars)

● Support general “life admin” tasks to reduce day-to-day mental load

Short-Term Rental Operations (3 Properties)

● Build and maintain Standard Operating Procedures (SOPs) for each property, including:

○ Vendor and management company contacts

○ Insurance details

○ Mortgage/reference documentation

○ Property overview notes

● Assist with expanding property listings to additional OTA platforms

● Support early-stage setup of a direct booking presence or website

● Handle back-office admin related to rental operations and documentation

Communication & Workflow Expectations

● Role is largely asynchronous

● Must meet agreed

Service Level Agreements (SLAs) for:

○ Task acknowledgment

○ Clarifying questions

○ Delivery timelines

● Strong written communication and proactive updates are essential

Security & Confidentiality

● Will be required to sign an NDA

● Must follow best practices for secure access to systems and financial information

● Comfortable using approval-based or one-time password tools where required

● Adherence to basic cybersecurity and confidentiality standards is mandatory

Required Qualifications

● 3+ years of experience as an Executive Assistant, Operations VA, or Administrative VA

Strong calendar management and scheduling coordination experience

Comfortable handling financial data and reconciliation support

● Excellent written English and professional communication skills

●High attention to detail with strong follow-through

● Ability to manage multiple workstreams independently

● Comfortable using AI tools to assist with SOP creation and documentation

Nice-to-Have Experience

● QuickBooks or bookkeeping experience

● Short-term rental or Airbnb operations support

● Household or personal assistant experience

● SOP documentation and process-building experience

Success Indicators

● Calendars are accurate, centralized, and up to date

● Financial records are clean, organized, and review-ready

● Household and family deadlines are met consistently

● Property SOPs are documented and maintained

● Tasks are completed on time with minimal follow-up needed

● Communication is clear, proactive, and reliable

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

NO TRACKER. NO PROBLEM