Executive Virtual Assistant - Operations Support

Role Overview
We are seeking a proactive, highly organized Executive Virtual Assistant / Operations Support VA to support the owner of multiple businesses (manufacturing/export, trucking, and freight brokerage). This role is ideal for someone who can take ownership of inbox + calendar control, reporting support, meeting follow-ups, and internal task tracking, while also assisting with travel logistics and selective personal admin.
The ideal candidate is numbers-driven, understands what they're presenting (not just compiling data), is comfortable with fast-paced environments, and can help introduce structure through lightweight project/task management.

Key Responsibilities
1) Inbox & Calendar Management (High Priority)
Organize and manage a busy inbox: triage, flag priorities, draft replies, and keep threads moving
Ensure key items do not fall through the cracks
Own calendar coordination: scheduling, rescheduling, confirmations, and meeting logistics
Prepare the owner for the day/week by highlighting urgent priorities and deadlines

2) Travel + Personal Admin Support
Book and manage travel arrangements (flights, hotels, itineraries, ground transport)
Handle personal admin tasks as assigned to reduce the owner's workload
Maintain travel checklists and ensure trip readiness (documents, confirmations, timing)

3) Reporting & Executive Prep (Numbers-Focused)
Compile and deliver recurring reports needed daily/weekly/meeting-prep
Track key metrics and summaries so the owner can review quickly before meetings
Create clean, decision-ready reporting packs (clear formatting, insights, and context)

4) Meeting Support + Action Item Follow-Up
Attend meetings early on (or review recordings) to learn the business and workflow
Capture action items and decisions, then translate them into trackable tasks
Drive follow-ups across the organization to ensure tasks are completed on time
Provide pre-meeting status updates: what's done, what's pending, blockers, owners

5) Task Management System Ownership (Microsoft Teams / Planner)
Implement and maintain a simple task-tracking workflow using Microsoft Teams Planner
Assign tasks to team members after meetings and monitor completion
Build basic templates/checklists for recurring meetings and reporting cycles
Improve accountability and visibility without adding unnecessary complexity

6) CRM / Light Sales Support (Non-Calling)
Assist with customer identification research (especially on the logistics side)
Support basic CRM/task updates and potential mass email coordination (if needed)
No cold calling or direct customer calling required for this role

7) Social Media Support (Light + Consistent)
Support visibility primarily on LinkedIn (with optional Facebook/Instagram support)
Turn owner-provided photos/notes into simple posts and publish consistently
Maintain a basic posting calendar and keep the owner "present" online
This is not highly creative strategy work — it's execution and consistency.

8) Trade Show Support (Optional – 2x/year)
Open to occasional travel support for trade shows in Asia (e.g., Shanghai/Hong Kong)
Potential in-person assistance 2 times per year (3–4 days each), if required and travel is

Required Qualifications (Must-Have):
• 3–5+ years experience supporting an executive (EA/Operations/Chief of Staff-style support ideal)
• Strong inbox + calendar management experience in a fast-paced environment
• Confident with numbers, reporting, and Excel/Sheets, with the ability to understand what the data means
• Strong task/project follow-up skills (able to push accountability tactfully)
• Highly organized, proactive, and comfortable working with limited structure
• Excellent written and spoken English (professional and clear)

Preferred / Nice-to-Have:
• QuickBooks experience (strong plus), especially QuickBooks Desktop; QB Online familiarity helpful
• Microsoft Teams + Planner experience (or similar task tools)
• Strong Excel skills (dashboards, pivots, summaries, clean reporting)
• Comfortable using AI tools to improve efficiency (summaries, drafting, formatting, reporting)
• LinkedIn posting experience (basic design/formatting; Canva is a plus)

Tools & Systems:
• Microsoft Teams + Planner (task management)
• QuickBooks Desktop (preferred) + QuickBooks Online (helpful)
• Excel / Google Sheets
• Email + calendar systems (Microsoft 365 / Google Workspace as applicable)
• Canva (nice-to-have for basic social formatting)

What Success Looks Like (First 30–60 Days):
• Inbox is under control: priorities flagged, responses handled, and follow-ups tracked
• Meetings produce clear action items with visible ownership and deadlines via Teams Planner
• Owner receives reliable reporting before weekly meetings and key check-ins
• Travel planning and personal admin are handled smoothly without last-minute stress
• LinkedIn posting becomes consistent using simple content provided by the owner

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