Virtual Assistant — Operations & Client Communication Support

About the Role I'm an Operations Manager / Online Business Manager supporting multiple clients, and I have more clients than I have hours in a day. I'm looking for a Virtual Assistant who can keep things running smoothly in the background while I'm in back-to-back meetings — someone who takes work off my plate (and helps me stay organized) instead of adding to it. This is not a "wait to be told what to do" role, but it's also not a "make big changes without asking" role. I need someone who can tell the difference: proactive within clear boundaries, and quick to ask before doing anything that could affect existing systems or client-facing work. What You'll Do Inbox Management Keep my inbox organized and actionable Flag emails that need a response, and track which ones are still waiting on me Do NOT delete, rename, or restructure any existing folder/label systems without asking first — if you think something should change, propose it, don't just do it Client Follow-Up & Communication Help make sure client communications don't fall through the cracks — timely responses, nothing left hanging Track action items and deliverables assigned to me during client meetings, and remind me before they're due Keep a running list, per client, of what's outstanding: response needed, deliverable owed, follow-up required, etc. Daily Updates Send me a short end-of-day summary of what you completed — without me having to ask for it If something is blocked or you're unsure how to proceed, flag it early rather than waiting Light Research When a question or issue comes up that you can reasonably research yourself, do that first and bring me a summary or recommendation — not just the raw problem If it's outside what you can resolve on your own, tell me clearly what you found and what you need from me Tools You'll Be Using Slack — primary communication with me Gmail — inbox and client email management A project management tool — you should be comfortable in at least one PM platform (e.g., Asana, ClickUp, Monday, Trello) even if the exact one varies by client Go High Level (GHL) experience is a plus, not required Who I'm Looking For Professional and reliable — someone I can hand things to and trust they'll be handled Communicates proactively — you tell me what's done, what's stuck, and what you need, before I have to ask. There is no such thing as over communication. Asks before acting on anything that touches existing systems, client-facing work, or established processes Comfortable using good judgment on day-to-day tasks within a defined scope, without needing to be micromanaged Calm under a full plate — I need someone who lowers my stress, not someone I have to manage closely Detail-oriented — able to follow written instructions exactly as given, including specifics like formatting or tool preferences Nice to Have A short Loom video introducing yourself (not required, but appreciated) Prior experience supporting an Operations Manager, OBM, or agency-style multi-client environment How I'll Evaluate Fit Early tasks will be scoped small and specific, with clear boundaries stated up front, so we can both get a fast, low-risk read on how we work together before taking on bigger responsibilities.