Executive Assistant / Operations Virtual Assistant (Consulting Business, Short-Term Rentals & H[...]

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

Job summary

A remote service provider is seeking a highly organized Virtual Assistant to support various business and personal workstreams. The ideal candidate will manage calendars, assist with bookkeeping, and handle family logistics. Candidates should possess excellent written communication skills, have 3+ years of relevant experience, and be comfortable working independently. This position offers compensation of $500 - $700 monthly with additional bonuses for birthdays and testimonials.

Benefits

Monthly bonuses for testimonials

$50 birthday bonus

Monthly raffle entry

$200 testimonial bonus

$300 tenure bonus every 6 months

Qualifications

• 3+ years of experience as an Executive Assistant or similar role.
• Experience managing multiple calendars and scheduling.
• Proficient in handling financial data and bookkeeping.

Responsibilities

• Consolidate and manage multiple calendars into a single system.
• Coordinate scheduling and communicate with external contacts.
• Assist with financial record maintenance and reconciliation.

Skills

Organizational skills

Proactive approach

Attention to detail

Excellent written communication

Calendar management

Tools

QuickBooks

Job description

Role Overview

This role supports a solo founder managing multiple business and personal workstreams, including a consulting business, short-term rental properties, and household/family logistics. The ideal Virtual Assistant is highly organized, proactive, detail-oriented, and outcome-driven, capable of juggling diverse responsibilities while working independently with clear deliverables and deadlines.

Core Responsibilities

Business Administration (Consulting & Services)

• Consolidate and manage multiple calendars into a single, reliable system
• Coordinate scheduling and communicate with external contacts on the client’s behalf
• Assist with meeting setup, confirmations, and follow-ups
• Complete administrative tasks such as vendor portal submissions (e.g., deal registrations)
• Track tasks, deadlines, and follow-ups to ensure nothing falls through the cracks

Light Bookkeeping & Financial Admin Support

• Review and organize credit card statements and transaction data
• Assist with basic reconciliation prep (categorizing expenses, flagging discrepancies)
• Compile financial summaries and documentation for review
• Maintain clean and well-organized financial records (This role supports bookkeeping but does not replace a formal bookkeeper)

Household & Family Management (Personal Assistant Tasks)

• Manage family calendars and ensure all activities are properly scheduled
• Research, organize, and coordinate summer camps, events, and extracurriculars
• Track deadlines for:
  • Event ticket purchases
  • School applications and requirements
  • Shadow days and school-related scheduling
• Assist with researching and ordering household tools (e.g., large digital family calendars)
• Support general “life admin” tasks to reduce day-to-day mental load

Short-Term Rental Operations (3 Properties)

• Build and maintain Standard Operating Procedures (SOPs) for each property, including:
  • Vendor and management company contacts
  • Insurance details
  • Mortgage/reference documentation
  • Property overview notes
• Assist with expanding property listings to additional OTA platforms
• Support early-stage setup of a direct booking presence or website
• Handle back-office admin related to rental operations and documentation

Communication & Workflow Expectations

• Role is largely asynchronous
• Must meet agreed

Service Level Agreements (SLAs) for:

• Task acknowledgment
• Clarifying questions
• Delivery timelines

Strong written communication and proactive updates are essential

Security & Confidentiality

• Will be required to sign an NDA
• Must follow best practices for secure access to systems and financial information
• Comfortable using approval-based or one-time password tools where required
• Adherence to basic cybersecurity and confidentiality standards is mandatory

Required Qualifications

• 3+ years of experience as an Executive Assistant, Operations VA, or Administrative VA
• Strong calendar management and scheduling coordination experience
• Comfortable handling financial data and reconciliation support
• Excellent written English and professional communication skills
• High attention to detail with strong follow-through
• Ability to manage multiple workstreams independently
• Comfortable using AI tools to assist with SOP creation and documentation

Nice-to-Have Experience

• QuickBooks or bookkeeping experience
• Short-term rental or Airbnb operations support
• Household or personal assistant experience
• SOP documentation and process-building experience

Success Indicators

• Calendars are accurate, centralized, and up to date
• Financial records are clean, organized, and review-ready
• Household and family deadlines are met consistently
• Property SOPs are documented and maintained
• Tasks are completed on time with minimal follow-up needed
• Communication is clear, proactive, and reliable

$500 - $700 a month

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

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