About this role
Overview 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
Trustworthy and reliable