Operations & Executive Support Virtual Assistant (Retail + Logistics + Admin)

Role Overview
A premium, multi-site retail service business is seeking a highly organized Operations & Executive Support VA to support the Managing Director during a critical transition period (key team members on maternity leave in February). This role is a mix of admin execution, operations coordination, inventory/supply support,
and light finance admin. The ideal candidate is a fast-moving, sharp, can-do operator who can keep up with a wide variety of tasks, follow systems, and communicate clearly.

Key Responsibilities
1) Executive & Admin Support
● Provide day-to-day support to the Managing Director with fast-turnaround admin tasks
● Manage follow-ups, task tracking, and general coordination to keep priorities moving
● Draft and manage supplier/customer communications via email
● Maintain organized records, spreadsheets, and documentation
2) Inventory & Supply Ordering Coordination
● Track basic stock levels using spreadsheets and internal notes
● Prepare and coordinate bulk supply orders (often placed every ~6 months)
● Request quotes, confirm quantities, coordinate with suppliers and shipping partners
● Keep the Managing Director informed with clear summaries and decision points
● Under supplies – placing regular weekly and monthly online orders
● Under deliveries – responding to customer delivery requests and queries via email and POS messaging
● Under finance – sending monthly debtor statements from POS, and managing overdue debtors via email follow ups
● Maintenance scheduling – making bookings for certain maintenance items with contractors based on an excel schedule, and keeping records and schedule up to date
3) Delivery Admin Coordination
● Daily/near-daily review of delivery jobs in the delivery system (admin prep, not people management)
● “Tidy” the manifest: check job readiness, remove items not ready, flag exceptions
● Handle payment checks:
○ Trigger automated payment request messages when no payment method is on file
○ Charge payments when a payment method exists
● Prepare the final organized run sheet/manifest for review and handoff to local execution
4) Light Finance & Payroll Admin
● Upload invoices into Xero
● Assist with basic reconciliations and cross-checking transactions
● Support payroll preparation through:
○ Collecting timesheets/log sheets
○ Data collation and validation
○ Preparing summaries for approval (not final payroll processing)

Tools & Systems (Preferred):
• Xero (strong plus)
• Google Workspace (Docs/Sheets/Drive) or Excel-level spreadsheet ability
• Email-based coordination (high volume, fast pace)
• Comfort learning internal systems (POS and delivery platform training provided)

What We’re Looking For (Must-Haves):
• Strong administrative background with excellent attention to detail
• Confident with spreadsheets, cross-checking, and “numbers hygiene”
• Reliable, proactive communicator (quick acknowledgements + clear updates)
• Able to manage a wide variety of tasks and switch contexts smoothly
• Learns systems quickly and executes consistently
• Comfortable working in a premium service environment where responsiveness matters

Success Metrics:
• Deliveries are prepped cleanly with minimal exceptions and clear flags
• Supplies/orders are coordinated smoothly with accurate quantities and timelines
• Finance admin stays current (invoices uploaded, reconciliations supported)
• Managing Director regains time for strategic work and growth initiatives
• Strong continuity through the February transition period

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