Remote Executive & Operations 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

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