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)

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  Digitize and organize large volumes of documents (Google Drive)

  
  


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  Maintain structured filing systems (digital + inbox)

  
  


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  Organize inbox using folders, labels, and automations

  
  


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  Reduce clutter and improve information accessibility

  
  

Expense Tracking & Light Bookkeeping

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  Track and manage corporate credit card expenses

  
  


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  Match receipts to transactions

  
  


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  Prepare expense reports for accounting

  
  


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  Ensure accurate documentation of company spend

  
  

Project & Operations Support

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  Support ongoing construction project coordination

  
  


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  Track invoices and ensure proper documentation

  
  


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  Maintain and update budget tracking files

  
  


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  Ensure all paid invoices are stored and organized

  
  

Calendar & Scheduling Management (VERY IMPORTANT)

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  Manage both personal + professional calendar

  
  


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  Prevent double bookings

  
  


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  Schedule meetings, appointments, and commitments

  
  


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  Book personal appointments (e.g. doctors, gym, etc.)

  
  


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  Proactively optimize calendar usage

  
  

General Executive Support

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  Act as a right-hand support to a senior executive

  
  


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  Help prioritize tasks and improve workflow efficiency

  
  


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  Assist with ad hoc admin tasks

  
  


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  Potentially support light HR admin (forms, submissions)

  
  

Tools & Software

Must Have:

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  Google Workspace (Docs, Drive, Gmail)

  
  


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  Calendar management tools

  
  

Nice to Have:

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  Sage Intacct (or any accounting software)

  
  


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  Light bookkeeping experience

  
  


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  Experience with automation tools

  
  


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  Comfortable using AI tools

  
  

Ideal Candidate

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  3+ years experience as a VA / EA / Operations Assistant

  
  


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  Strong organizational skills (borderline OCD in a good way)

  
  


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  Proactive and independent (doesn’t wait to be told everything)

  
  


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  Comfortable supporting senior-level executives

  
  


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  Strong attention to detail

  
  


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  Able to handle both structured and unstructured environments

  
  


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  Trustworthy and reliable