Executive Assistant (Operations & Admin Support)

Job Description

We are seeking a detail-oriented and proactive Executive Virtual Assistant to support a small business owner in staying on top of scheduling, follow-ups, reporting, and administrative tasks. The right candidate will be highly organized, comfortable with Excel, and able to create structure for a leader who thrives with strong support.

This role will start part-time (20 hrs/week) with the potential to expand into a full-time position as responsibilities grow (e.g., invoicing and additional financial admin).

Core Responsibilities:
• Meetings & Follow-Ups
• Track follow-ups from meetings and ensure action items are completed
• Maintain accurate meeting notes and send recaps
• Assist with scheduling and calendar management
• Reporting & Timesheets
• Check timesheets and report how team members spend their time
• Review reports to confirm they are accurate, timely, and complete
• Flag issues when metrics or deliverables are off track
• Email & Admin Support
• Screen and prioritize emails for the business owner
• Organize information and structure tasks to reduce oversight gaps
• (Future scope) Assist with invoicing and financial reporting

Must-Have Skills:
• Strong proficiency in Microsoft Office Suite, especially Excel
• Excellent organizational skills and attention to detail
• Ability to proactively flag issues and suggest solutions
• Skilled at structuring and prioritizing tasks for someone less organized
• Clear, professional written and verbal communication

Personality Fit:
• Patient, proactive, and dependable
• Thrives in supporting a busy leader with competing priorities
• Comfortable taking initiative and creating structure without frustration
• Flexible and open to expanding scope of work as the company grows