Executive Assistant Operations Virtual Assistant

Source: remoteok

About the Role

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

Compensation

$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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