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