Executive Assistant / Operations & Admin VA
Assist World
Philippines, South AfricaPosted about 1 month agoDiscoveredMatch locked
RemoteFull Time3+ years expHuman Resources
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
.
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.)
•
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)
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
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
•
Why Join Assist World ?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
Originally posted on Himalayas
Not included in the source posting: about the role, what you'll do.
Skills
artificial-intelligence
Who can apply
The employer didn't state any visa, work authorization, citizenship or clearance requirements in this posting. Confirm with the employer before applying.
Read automatically from the employer's posting text. Always confirm with the employer — requirements can change after a job is published.