Executive Assistant / Operations & Admin VA

Assist World; United States; Remote; USD 55,000 - 85,000; Full time

Benefits offered by this job

100% Remote

Birthday bonus $50

Testimonial bonus $200

Entry monthly raffle $500

Job summary

Assist World is seeking a highly organized, proactive Virtual Assistant to support a VP of Operations & Finance. This 100% remote position blends executive assistance, operations support, and light finance/admin coordination to streamline workflows and reduce bottlenecks.

The ideal candidate will take ownership, bring order to chaos, and act as a true right-hand support. Responsibilities include admin organization, expense tracking, project support, and meticulous calendar management for both

Qualifications

• 3+ years of experience as a VA/EA/Operations Assistant.
• Excellent organizational and prioritization abilities.
• Proactive, independent, and able to work with minimal supervision.

Responsibilities

• Digitize and organize large volumes of documents in 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 paperwork in our system).
• Track and manage corporate credit card expenses; match receipts to transactions; prepare expense reports.
• Ensure proper documentation of company spend.

Skills

Strong organizational skills

Proactive and independent

Experience supporting senior-level/exe

Tools

Google Workspace (Docs, Drive, Gmail)

Calendar management tools

Microsoft Office

Job description

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 birthdaybonus

$200 testimonialbonus

$500 entry monthly raffle

NO TRACKER. NO PROBLEM