Executive Assistant / Operations Virtual Assistant (Consulting Business, Short-Term Rentals & Household Support)

Role Overview
This role supports a solo founder managing multiple business and personal workstreams, including a consulting business, short-term rental properties, and household/family logistics. The ideal Virtual Assistant is highly organized, proactive, detail-oriented, and outcome-driven, capable of juggling diverse responsibilities while working independently with clear deliverables and deadlines.

Core Responsibilities
Business Administration (Consulting & Services)
● Consolidate and manage multiple calendars into a single, reliable system
● Coordinate scheduling and communicate with external contacts on the client’s behalf
● Assist with meeting setup, confirmations, and follow-ups
● Complete administrative tasks such as vendor portal submissions (e.g., deal registrations)
● Track tasks, deadlines, and follow-ups to ensure nothing falls through the cracks

Light Bookkeeping & Financial Admin Support
● Review and organize credit card statements and transaction data
● Assist with basic reconciliation prep (categorizing expenses, flagging discrepancies)
● Compile financial summaries and documentation for review
● Maintain clean and well-organized financial records (This role supports bookkeeping but does not replace a formal bookkeeper)

Household & Family Management (Personal Assistant Tasks)
● Manage family calendars and ensure all activities are properly scheduled
● Research, organize, and coordinate summer camps, events, and extracurriculars
● Track deadlines for:
○ Event ticket purchases
○ School applications and requirements
○ Shadow days and school-related scheduling
● Assist with researching and ordering household tools (e.g., large digital family calendars)
● Support general “life admin” tasks to reduce day-to-day mental load

Short-Term Rental Operations (3 Properties)
● Build and maintain Standard Operating Procedures (SOPs) for each property, including:
○ Vendor and management company contacts
○ Insurance details
○ Mortgage/reference documentation
○ Property overview notes
● Assist with expanding property listings to additional OTA platforms
● Support early-stage setup of a direct booking presence or website
● Handle back-office admin related to rental operations and documentation

Communication & Workflow Expectations
● Role is largely asynchronous
● Must meet agreed

Service Level Agreements (SLAs) for:
○ Task acknowledgment
○ Clarifying questions
○ Delivery timelines
● Strong written communication and proactive updates are essential

Security & Confidentiality
● Will be required to sign an NDA
● Must follow best practices for secure access to systems and financial information
● Comfortable using approval-based or one-time password tools where required
● Adherence to basic cybersecurity and confidentiality standards is mandatory

Required Qualifications
● 3+ years of experience as an Executive Assistant, Operations VA, or Administrative VA
Strong calendar management and scheduling coordination experience
Comfortable handling financial data and reconciliation support
● Excellent written English and professional communication skills
●High attention to detail with strong follow-through
● Ability to manage multiple workstreams independently
● Comfortable using AI tools to assist with SOP creation and documentation

Nice-to-Have Experience
● QuickBooks or bookkeeping experience
● Short-term rental or Airbnb operations support
● Household or personal assistant experience
● SOP documentation and process-building experience

Success Indicators
● Calendars are accurate, centralized, and up to date
● Financial records are clean, organized, and review-ready
● Household and family deadlines are met consistently
● Property SOPs are documented and maintained
● Tasks are completed on time with minimal follow-up needed
● Communication is clear, proactive, and reliable

Why Join Assist World?

100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM