Executive Assistant / Operations Virtual Assistant

Vitalis Outsourcing LLC; United States; Remote; USD 34,000 - 52,000; Full time

Job summary

Vitalis Outsourcing LLC is seeking an Executive Assistant / Operations Virtual Assistant to support business owners, executives, real estate teams, and operations managers with daily administrative and operational responsibilities. The role focuses on calendar and communications management, prioritization, and project tracking.

The ideal candidate is proactive, highly organized, and professional, with experience in executive assistance, operations support, virtual assistance, project

Qualifications

• Minimum experience in executive assistance, operations support, virtual assistance, project coordination, or administrative management.
• Excellent written and spoken English communication.
• Outstanding organization, time management, and attention to detail.
• Experience managing executive calendars, email inboxes, meetings, and reminders.
• Strong task-management, deadline-tracking, and follow-up abilities.
• Ability to communicate professionally with executives, clients, vendors, and teams.
• Ability to prioritize multiple requests and stay composed under pressure.
• Proficient with spreadsheets, CRM, and project management tools.
• Discretion handling confidential information and professional remote work setup.
• Reliable attendance during scheduled hours and independent work ethic.

Responsibilities

• Manage executive calendars, appointments, meetings, reminders, and scheduling.
• Organize executive email inboxes, prioritize messages, and complete approved follow-up actions.
• Track priorities, deadlines, projects, and pending items for timely completion.
• Prepare reports, summaries, meeting notes, task updates, and internal docs.
• Organize digital files, client data, and operational records.
• Coordinate with clients, vendors, teams, and internal departments.
• Assist with administrative workflows, process docs, and task management.
• Support client onboarding, internal operations, and project coordination.
• Schedule internal/external meetings with agendas and required materials.
• Follow up on outstanding tasks, deadlines, and requested information.
• Maintain task boards, PM systems, CRM, spreadsheets, and tracking tools.
• Identify scheduling conflicts, missed deadlines, or blockers.
• Provide clear daily updates on tasks and priorities.
• Manage multiple assignments and priorities simultaneously.
• Follow SOPs, checklists, deadlines, and manager instructions.
• Handle confidential information professionally.

Skills

Executive assistance

Operations support

Virtual assistance

Project coordination

Administrative management

Strong written English

Time management

Detail-oriented

Discretion with confidential info

Remote work setup

Independent working

Education

High school diploma or equivalent

Associate’s or bachelor’s degree in business/operations/management

Tools

Google Workspace

Microsoft Office

CRM software

ClickUp

Trello

Asana

Notion

Slack

Job description

We are looking for an Executive Assistant / Operations Virtual Assistant to support business owners, executives, real estate teams, and operations managers with daily administrative and operational responsibilities. The primary responsibility is to manage executive calendars and communications, track priorities and projects, prepare reports, organize information, and ensure important tasks are followed through to completion . This is an ideal opportunity for someone with experience in executive assistance, operations support, virtual assistance, project coordination, or administrative management who is proactive, highly organized, professional, and interested in stable, long-term career growth.

KEY RESPONSIBILITIES

• Manage executive calendars, appointments, meetings, reminders, and scheduling.
• Organize executive email inboxes, prioritize messages, and complete approved follow-up activities.
• Track priorities, deadlines, projects, assignments, and pending items to ensure timely completion.
• Prepare reports, summaries, meeting notes, task updates, presentations, and internal documentation.
• Organize and maintain digital files, folders, client information, and operational records.
• Coordinate with clients, vendors, team members, and internal departments.
• Assist with administrative workflows, process documentation, and task management.
• Support client onboarding, internal operations, and project coordination as assigned.
• Schedule internal and external meetings and confirm attendance, agendas, and required materials.
• Follow up with team members and stakeholders regarding outstanding tasks, deadlines, and requested information.
• Maintain task boards, project management systems, CRM platforms, spreadsheets, and internal tracking tools.
• Identify scheduling conflicts, missed deadlines, incomplete tasks, and potential operational blockers.
• Provide clear daily updates regarding completed tasks, pending items, priorities, deadlines, and blockers.
• Manage multiple assignments, projects, and priorities simultaneously.
• Follow established Standard Operating Procedures, checklists, deadlines, and manager instructions.
• Handle confidential and sensitive business, client, and executive information professionally.

REQUIRED QUALIFICATIONS

• Previous experience in executive assistance, operations support, virtual assistance, project coordination, or administrative management .
• Strong written and spoken English communication skills.
• Excellent organization, time management, and attention to detail.
• Experience managing executive calendars, email inboxes, meetings, and reminders.
• Strong task-management, deadline-tracking, and follow-up skills.
• Comfortable communicating professionally with executives, clients, vendors, and team members.
• Able to prioritize competing requests and remain calm under pressure.
• Good computer, spreadsheet, CRM, and project management software skills.
• Able to follow Standard Operating Procedures and detailed instructions.
• High level of discretion when handling confidential or sensitive information.
• Reliable internet connection and a professional remote-work setup.
• Reliable and consistent attendance during scheduled working hours.
• Able to work independently while providing clear and regular updates.
• High school diploma or equivalent.
• Proactive, professional, resourceful, detail-oriented, coachable, and ownership-driven.

PREFERRED EXPERIENCE

• Supporting U.S.-based executives or business owners
• Real estate administrative or operations support
• Executive calendar and inbox management
• Meeting preparation and follow-up
• Client onboarding
• Project coordination
• Operations management
• Process and SOP documentation
• Report and presentation preparation
• CRM management
• Google Workspace
• Microsoft Office
• ClickUp
• Trello
• Asana
• Notion
• Slack
• Associate’s or bachelor’s degree in business administration, operations, management, or a related field