Operations & Finance Virtual Assistant for Web Agency

Role Summary: We are looking for a long-term Operations & Finance Virtual Assistant to handle day-to-day admin, billing, light bookkeeping support, and basic operations reporting. Your goal: Keep our inbox, invoices, subscriptions, and basic numbers under control, and escale only the 10% that need senior leadership attention. Responsibilities: - Admin & Executive Support - Organise inbox: tag, sort, and flag messages that need my reply - Manage calendar: schedule / reschedule meetings, send reminders, share summaries - Take notes and action items from key meetings and follow up on open tasks - Coordinate with team members (design, dev, security) to chase updates/information Finance & Billing Support: - Create and send invoices (Xero) based on agreed terms - Track Stripe payments (deposits and final payments) and reconcile against invoices. - Monitor unpaid invoices and send polite follow-ups / reminders - Track recurring costs (domains, hosting, tools) and flag anything unnecessary or unbilled - Prepare simple monthly summaries: revenue collected, overdue invoices, key expenses Operations & Reporting: - Maintain simple spreadsheets/trackers for: - Active website projects (sold / in progress / launched) - Client subscriptions (maintenance, SEO, content) - Receive maintenance/security reports from our technical contractor and flag any red issues. Requirements: - Proven experience as a Virtual Assistant / Operations VA / Bookkeeping VA Comfortable with: - Invoicing and payment tracking - Basic bookkeeping concepts (invoices, receipts, reconciliation) - Strong written English and clear communication - High attention to detail and ability to follow existing processes Tools We Use: - Xero (invoicing & bookkeeping) - Stripe (payments) - Google Workspace (Gmail, Docs, Sheets, Calendar) Hours & Availability: - 10–20 hours per week to start, with potential to grow - At least 2–3 hours overlap with NZ time (NZST) on weekdays for coordination - Long-term relationship preferred