Executive Operations & Systems Virtual Assistant

Executive Operations & Systems Virtual Assistant About PBF Enterprise PBF Enterprise is a U.S.-based strategy, systems, education, consulting, leadership-development, and technology company serving entrepreneurs, organizational leaders, ministries, nonprofits, and growing service-based businesses. We are preparing for a major enterprise relaunch and developing a proprietary platform and flagship program called The Blueprint Architect™. We are seeking a highly organized, detail-oriented Executive Operations & Systems Virtual Assistant who can help convert executive decisions and business content into organized forms, documents, workflows, client systems, course assets, and project-management infrastructure. This is not primarily a social media position or a general personal assistant role. The ideal candidate is an operations-minded professional who can take approved information, organize it clearly, build the necessary support systems, identify missing details, and maintain high quality without requiring constant supervision. Initial Work Arrangement * Remote and open to international applicants * Approximately 5–10 hours per week * $12–$15 per hour, depending on experience * 30-day paid trial * Potential for an ongoing monthly relationship * At least two hours of Central Time overlap on agreed working days * One weekly video operations meeting Primary Responsibilities - Project and Operations Management * Maintain the PBF master project-management workspace * Organize tasks, owners, deadlines, dependencies, priorities, and approval stages * Prepare weekly executive operations reports * Maintain a CEO decision log, risk log, and action-item tracker * Identify overdue work, missing information, and operational bottlenecks - Forms and Data Collection * Build and test inquiry, registration, application, assessment, intake, support, feedback, and onboarding forms * Configure required fields, conditional logic, confirmation messages, and internal notifications * Ensure collected information is routed into the correct CRM, spreadsheet, project, or client record * Test forms before they are released - CRM and Sales Administration * Maintain contacts, organizations, opportunities, lead sources, stages, and next actions * Set up basic follow-up tasks and reminders * Keep prospect and client records complete and organized * Track applications, discovery calls, proposals, enrollments, and client status * Prepare pipeline information for executive review - Document and Course Production * Format program briefs, workbooks, guides, templates, checklists, welcome packets, proposals, and SOPs * Maintain consistent branding, formatting, naming, and version control * Upload approved course materials into the appropriate platform * Organize curriculum files, session resources, recordings, assignments, and participant materials * Proofread documents and identify missing or inconsistent information - Client and Participant Operations * Prepare client folders, portals, onboarding checklists, intake records, agendas, and welcome materials * Track whether required onboarding steps have been completed * Send approved reminders and routine follow-up communications * Maintain action items, progress records, support requests, surveys, and completion documentation - Website and Platform Administration * Upload approved website, course, resource, and application content * Check links, forms, mobile formatting, file permissions, and user access * Maintain the Blueprint Architect resource library and product issue log * Assist with quality-assurance testing and document reported problems clearly - SOP and Knowledge Management * Turn demonstrated or explained processes into clear standard operating procedures * Maintain a current SOP library and revision log * Ensure final documents and source files remain inside PBF-owned accounts * Archive outdated versions and maintain a clear source of truth ***Required Qualifications*** * Strong written and spoken English * Proven experience as a virtual assistant, executive assistant, operations assistant, project coordinator, online business manager, or course administrator * Strong attention to detail * Experience with Google Drive, Docs, Sheets, Forms, and Calendar * Experience with a project-management platform such as Monday.com, ClickUp, Asana, or Notion * Experience creating professional forms and organized workflows * Experience maintaining CRM or client records * Ability to format polished business documents * Ability to follow brand and document standards * Strong judgment about what can be completed independently and what requires executive approval * Reliable internet connection and ability to attend scheduled video meetings ***Preferred Qualifications*** Experience with some of the following is preferred but not required: * Monday.com or Monday CRM * Wix * HubSpot or another CRM * Canva * Calendly * Email marketing platforms * Online course or membership platforms * SOP creation * Client onboarding * AI-assisted document production * Consulting, coaching, education, nonprofit, ministry, or service-based businesses This Position Is Not Responsible For The selected VA will not independently: * Set pricing or approve discounts * Create PBF’s core curriculum or proprietary frameworks * Give strategic business recommendations to clients * Change policies or make legal commitments * Promise client outcomes * Publish sensitive public messaging without approval * Approve refunds, contract exceptions, or expanded project scope * Make major technology, financial, or brand decisions First 30-Day Outcomes During the initial trial, the selected VA will be expected to help complete the following: 1. Organize the PBF master workspace and approved folder structure. 2. Install the relaunch project tracker and weekly executive report. 3. Build and test priority inquiry, application, registration, and intake forms. 4. Establish the basic CRM fields, stages, lead sources, and next-action system. 5. Format priority program and client documents. 6. Create reusable onboarding and quality-control checklists. 7. Organize course and Blueprint Architect production assets. 8. Document at least three priority SOPs. 9. Identify outstanding decisions, risks, missing assets, and process gaps. How to Apply Begin your proposal with the word **SYSTEMS** so we know you carefully reviewed the full posting. Please answer the following: 1. Describe your experience building business systems, forms, CRM processes, project boards, SOPs, or course operations. 2. Which project-management, CRM, form, course, website, and automation platforms have you used? 3. Share an example of a disorganized business process you helped organize or improve. 4. How do you quality-check forms, documents, links, workflows, and client records before marking work complete? 5. How do you determine whether to make a decision yourself or escalate it to the business owner? 6. What working hours can you overlap with U.S. Central Time? 7. Are you comfortable beginning with a small paid skills assessment and a 30-day trial? 8. What is your proposed hourly rate within the stated range? 9. Please provide two or three relevant work samples. Remove or conceal any private client information. Generic or AI-generated applications that do not answer the screening questions directly will not be considered. We are seeking a professional who values excellence, confidentiality, organization, clear communication, ownership, and long-term growth.