Executive Assistant / Operations & Admin VA

Overview

We are seeking a highly organized, proactive, and detail-oriented Virtual Assistant to support a VP of Operations & Finance at a fast-growing company. This role is a blend of executive assistance, operations support, and light finance/admin coordination, helping streamline day-to-day workflows, reduce operational bottlenecks, and bring structure to a fast-moving environment. The ideal candidate is someone who can take ownership, bring order to chaos, and act as a true right-hand support. Key Responsibilities Admin & Organization (CORE) Digitize and organize large volumes of documents (Google Drive) Maintain structured filing systems (digital + inbox) Organize inbox using folders, labels, and automations Reduce clutter and improve information accessibility Light HR admin work ( maintenance of the paperwork and upkeep in our system).

Expense Tracking & Light Bookkeeping

Track and manage corporate credit card expenses Match receipts to transactions Prepare expense reports for accounting Ensure accurate documentation of company spend Project & Operations Support Support ongoing construction project coordination Track invoices and ensure proper documentation Maintain and update budget tracking files Ensure all paid invoices are stored and organized Calendar & Scheduling Management (VERY IMPORTANT) Manage both personal + professional calendar Prevent double bookings Schedule meetings, appointments, and commitments Book personal appointments (e.g. doctors, gym, etc.) Proactively optimize calendar usage General Executive Support Act as a right-hand support to a senior executive Help prioritize tasks and improve workflow efficiency Assist with ad hoc admin tasks Potentially support light HR admin (forms, submissions) Tools & Software Must Have: Google Workspace (Docs, Drive, Gmail) Calendar management tools Microsoft Office Nice to Have: Sage Intacct (or any accounting software) Light bookkeeping experience Experience with automation tools Comfortable using AI tools Ideal Candidate 3+ years experience as a VA / EA / Operations Assistant Strong organizational skills (borderline OCD in a good way) Proactive and independent (doesn’t wait to be told everything) Comfortable supporting senior-level executives Strong attention to detail Able to handle both structured and unstructured environments Trustworthy and reliable