Executive Assistant & Systems Operations VA (Healthcare)

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

Job summary

A leading healthcare practice is seeking a full-time Executive Assistant & Systems Operations VA to streamline operations and organize finances. The ideal candidate has experience with QuickBooks and Google Workspace, and excels in establishing efficient workflows. Key responsibilities include managing financial records, supporting calendar management, and documenting processes. This is a remote role, requiring alignment with Pacific Time, offering a monthly compensation of $800 - $1,100 and several bonuses.

Benefits

100% Remote

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

Qualifications

• 3+ years of experience as an Executive Assistant or similar role.
• Hands-on experience with QuickBooks for financial management.
• Strong proficiency in Google Workspace applications.

Responsibilities

• Cleanup and structure financial workflows in QuickBooks.
• Design operational systems using Google tools.
• Provide light calendar and inbox management.

Skills

Organizational skills

Proficiency in Google Workspace

Experience with QuickBooks

Attention to detail

Proactive problem-solving

Communication skills

Tools

QuickBooks

Google Workspace

Google Vids

Google Gemini

Job description

Overview

About the Client: A U.S.-based physician-led healthcare practice (with related business activities) is looking for a long-term Executive Assistant & Systems Operations VA to streamline operations, organize finances, and help build scalable workflows. The ideal candidate is highly organized, tech-savvy, comfortable in QuickBooks and Google Workspace, and enjoys turning messy processes into clear systems, checklists, and automations. You’re proactive, not just “task compliant”—you think ahead, suggest improvements, and often deliver more than what was initially described.

Role Overview

You will work directly with a busy physician to:

• Clean up and structure financial workflows in QuickBooks
• Build operational systems and checklists inside Google Workspace
• Help create and maintain workflow documentation (including via Google Vids)
• Support light calendar and inbox management
• Use AI tools (Google Gemini, etc.) to improve documentation, workflows, and efficiency

This is a mix of Executive Assistant, Operations, and Systems-Building work.

Key Responsibilities

QuickBooks & Financial Organization

• Set up and refine bank feed rules so that ~80%+ of transactions are automatically categorized correctly.
• Review and manually categorize the remaining ~20% of transactions.
• Maintain clean, organized, and up-to-date transaction records.
• Flag unusual or unclear transactions for review.
• Suggest structural improvements in QuickBooks to make reporting and review easier over time.

Systems, Workflows & Checklists (Google Workspace)

• Design and maintain a simple project management / accountability system using Google tools (e.g., Docs, Sheets, Tasks, Drive structures, shared folders).
• Build checklists and recurring task lists for the client and other team members (e.g., weekly tasks, monthly tasks, quarterly review items).
• Monitor completion of checklists and follow up with responsible team members to confirm tasks are done.
• Help design workflows that make it easy for the client to see “what’s happening, what’s done, and what’s next.”

Workflow Documentation & Google Vids

• Use Google Vids (and other Google tools) to record and document workflows and processes.
• Turn recorded sessions into clear written SOPs with steps, screenshots, and links.
• Keep documentation up to date as processes evolve.
• Help ensure all operational knowledge is captured in a structured, easy-to-follow format.

Executive Assistant Support

• Provide light calendar management, including blocking out focused work time and aligning working hours with the client’s availability for training and check-ins.
• Provide organizational support and project management for my daughter’s extracurricular activities.
• Provide light inbox support, such as organizing emails into folders/labels, flagging high-priority items, and drafting or preparing responses based on guidance and templates (where appropriate).
• Help with occasional document creation in Google Docs or Word.

AI & Continuous Improvement

• Use Google Gemini and other AI tools (as approved) to draft outlines for SOPs, checklists, and workflows; summarize complex information into concise, usable formats; and suggest improvements to processes or structures based on patterns observed.
• Proactively propose optimizations—e.g., restructuring checklists or creating recurring workflows to save time.

Requirements

Must-Have Qualifications

• 3+ years experience as an Executive Assistant, Operations Assistant, Systems VA, or similar.
• Hands-on experience with QuickBooks (bank feeds, rules, categorization, reconciliations or similar).
• Strong proficiency in Google Workspace: Gmail, Calendar, Drive, Docs, Sheets; willingness to learn and use Google Vids and Google Gemini.
• Demonstrated experience creating checklists, SOPs, or workflows for others to follow.
• Excellent written and spoken English; able to communicate clearly and professionally.
• Strong attention to detail and accuracy, especially in financial and workflow-related tasks.
• High initiative and proactivity: you think through the purpose of a task and look for ways to make it better.
• Ability to work independently with minimal hand-holding once trained.
• Comfortable handling sensitive information with discretion and professionalism (healthcare environment with privacy considerations).

Nice-to-Have Experience

• Prior experience supporting a doctor, medical practice, or healthcare-related business.
• Familiarity with HIPAA-conscious workflows (privacy and confidentiality).
• Experience building simple project management systems in Google Sheets/Docs or basic project tools.
• Prior use of AI tools (Gemini, ChatGPT, etc.) in a work context.
• Experience working with U.S.-based clients in Pacific Time.

Schedule & Time Zone

• Full-time: 40 hours per week
• Alignment with Pacific Time (PT) is required for live collaboration.
• Initial schedule may prioritize days when the client is not in clinic (training and setup), with possibility to shift to a more standard Mon–Fri rhythm as you become more independent.
• Exact working hours can be discussed, but you must be available for regular overlap with the client’s business day.

What Success Looks Like

• QuickBooks is clean, rules-based, and 80%+ of transactions are auto-categorized correctly.
• The client has clear, functioning systems and checklists instead of scattered tasks in their head.
• Workflows and SOPs are documented in Google Workspace and easy to follow.
• The client feels their life is simpler and more organized—less mental load, more clarity.
• You consistently anticipate needs, suggest improvements, and deliver results that go “one step beyond” what was described.

Compensation: $800 - $1,100 a month

Why Join Assist World?

• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus
• $300 tenure bonus every 6 months
• $500 entry monthly raffle
• NO TRACKER. NO PROBLEM