Executive Assistant Operations Virtual Assistant

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 clients 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

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