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

• 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
• Microsoft Office

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