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

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