Executive Assistant / Operations & Admin VA
About the role
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