Executive Assistant / Operations & Admin Virtual Assistant

Assist World; Remote; ZAR 200 000 - 300 000; Full time

Job summary

A dynamic operations firm seeks a proactive Executive Assistant to support the founder's executive and administrative needs. This full-time, long-term role involves managing a busy inbox, scheduling meetings, leading operational projects, and assisting with client accounts. Ideal candidates have 3–4 years of relevant experience, excellent English communication skills, and the ability to thrive in a fast-moving environment. This position offers a chance to grow alongside the business while working full-time hours aligned with Pacific Time.

Qualifications

• Minimum 3–4 years as an Executive Assistant or similar role.
• Comfortable working with founders in fast-paced environments.
• Experience working with sensitive information and maintaining confidentiality.

Responsibilities

• Manage a busy inbox and schedule for the founder.
• Lead operational tasks and document workflows in Google Docs.
• Assist with client accounts and prepare proposals using templates.

Skills

Excellent written and spoken English

Highly organized

Strong inbox and calendar management skills

Ability to prioritize and manage tasks

Self-manage and work independently

Tools

Google Workspace

QuickBooks / QuickBooks Payments

DocuSign

Asana

Job description

Role Overview

We're looking for a proactive, highly organized Executive Assistant / Operations & Admin VA to support the founder with:

• Inbox & calendar management
• Admin and business operations projects (e.g., moving clients from card payments to ACH, policy implementation)
• Light operational support inside client accounts (e.g., filling out forms)
• SOP creation & process documentation
• Occasional personal assistant tasks (approx. 80% business, 20% personal)

This is a full-time, long‑term role for someone who loves bringing order to chaos, is comfortable in a healthcare/RCM environment, and wants to grow alongside the business.

Key Responsibilities

• Executive & Administrative Support
  • Manage a busy inbox: triage emails, organize by priority, flag items for the founder; draft and send responses based on guidance or previous patterns.
  • Maintain the founder's calendar: schedule and confirm internal and client meetings; manage time zones for U.S.-wide clients.
  • Track follow‑ups and ensure nothing falls through the cracks.
• Business Operations & Projects
  • Lead operational tasks such as: supporting the transition of clients from QuickBooks payments to ACH; implementing and documenting payment policies; gathering information and organizing data for business decisions.
  • Help implement and maintain basic project/task management (e.g., Asana or similar), once a tool is chosen.
  • Create and maintain SOPs and process docs: sit in on team discussions around process; document workflows clearly in Google Docs/Sheets; keep documentation updated as things evolve.
• Client‑Related Admin Support (Non‑Clinical)
  • Perform basic tasks inside client accounts, such as: filling out forms; updating basic information or documentation (non‑clinical).
  • Assist with contracts & proposals: use templates to prepare proposals and service agreements; update fields, fees, and client‑specific details; coordinate sending via tools like DocuSign.
• Light Personal Assistant Support (Approx. 20%)
  • Support the founder with occasional personal admin that overlaps with work‑life (e.g., scheduling, simple research, reminders).
  • Help the founder stay organized while balancing family and business priorities.
• Continuous Improvement
  • Suggest ways to streamline workflows, improve organization, and reduce manual work.
  • Bring ideas and best practices from past roles (especially startups/scale‑ups).
  • Be a thought partner on "how we can do this better," not just "what needs to be done."

Must‑Haves

• Experience Minimum 3–4 years as an Executive Assistant, Admin VA, Operations VA, or similar role.
• Comfortable working with founders/owners in fast‑moving environments.
• Skills & Traits
  • Excellent written and spoken English.
  • Highly organized, detail‑oriented, and reliable.
  • Strong inbox and calendar management skills.
  • Proven ability to prioritize, manage competing tasks, and follow through.
  • Comfortable working with sensitive information and maintaining strict confidentiality.
  • Able to self‑manage, work independently, and proactively ask for clarification when needed.
  • Experience working with companies that don't have fully built SOPs and helping create structure.
• Availability Able to work full‑time (40 hours/week) aligned with Pacific Time (PST).

Nice‑to‑Haves

• Experience in healthcare, behavioral health, or medical billing/RCM.
• Familiarity with QuickBooks Online.
• Experience creating SOPs and process documentation from scratch.
• Background supporting service‑based or B2B companies.
• Familiarity with contract/proposal prep and tools like DocuSign.
• Exposure to real estate or willingness to support tasks in a secondary business in the future.

Tools & Systems

• Google Workspace: Gmail, Google Calendar, Google Drive, Docs, Sheets
• QuickBooks / QuickBooks Payments (viewing info, assisting with transitions; training provided)
• Video meeting tools, primarily Google Meet
• DocuSign or similar e‑signature tools
• Experience with Asana or other project management tools is a plus, but not required.

Compensation & Schedule

$ - $1, a month

Schedule: Full‑time, 40 hours/week

Time Zone: Must be able to work PST hours (approx. 9:00 AM – 5:00 PM PT)