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

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$500 entry monthly raffle

NO TRACKER. NO PROBLEM

Originally posted on Himalayas