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 Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus $500 entry monthly raffle NO TRACKER. NO PROBLEM Originally posted on Himalayas