Virtual Assistant and/or Personal Assistant

VIRTUAL ASSISTANT — 3 COMPANIES, 1 ROLE ~10–12 hrs/week ABOUT THIS ROLE I'm a wellness entrepreneur and property manager based in Puerto Rico and Miami. I'm looking for one reliable, organized, and tech-savvy VA to support three of my businesses. This is a long-term role with room to grow. Total hours are approximately 10–12 hours per week — consistent, flexible, and spread across tasks that vary week to week. Important: This is NOT a social media manager, content creator, or bookkeeper position. It's a VA role — you execute, coordinate, organize, and follow up. Strategy and creativity are handled by me and my team. THE THREE COMPANIES & WHAT YOU'LL DO ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ 1. PERSONAL ASSISTANT — Lorena Rivera (~2 hrs/week) • Manage Google Calendar, appointments, and reminders • Create bi-weekly and monthly invoices for yoga clients — Lorena sends them • Track payments and follow up every 5 days on late invoices • Pay personal bills after approval • Log monthly expenses from credit card statements • Maintain personal budget spreadsheet — expenses only, no income • Monday coordination: nanny schedule, calls, inbox triage 2. BOOKINGS & FINANCE VA — Salty Management (~3–4 hrs/week) Puerto Rico property management company — 1 short-term rental + 11 long-term units • Track rent due dates and payment status for 11 long-term tenants • Send payment reminders — follow up every 5 days on late rent • Manage Airbnb listing + direct bookings: pricing, calendar, inquiries • Coordinate check-ins, check-outs, and housekeeping for the STR • Log maintenance requests and coordinate vendor follow-ups • Build and maintain vendor directory (cleaners, handymen, plumbers) in ClickUp • Pay Salty bills after approval — log all expenses monthly • Prepare monthly financial summary by the 5th of each month 3. OPERATIONS & RETREATS VA — Coco & Pineapple (~5 hrs/week) Miami-based wellness retreat facilitation company • Schedule and publish 5 posts/month per company across Instagram, Facebook, TikTok, and YouTube • Coordinate with content creator — receive videos, write descriptions, schedule delivery • Engage 15 minutes daily with ideal audience (comments, DMs, stories) • Monitor DMs — respond using approved templates, flag leads • Maintain retreat timelines in ClickUp — send deadline reminders to Lorena and collaborators • Research venues, vendors, and travel options — present shortlist to Lorena • Follow up with vendors every 5 days — log all responses in ClickUp • Execute 10–15 weekly outreach touches to warm leads • Deliver weekly metrics report every Friday by 3 PM EST Total: ~10–12 hrs/week ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ DAILY & WEEKLY EXPECTATIONS ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ First 90 days (required): • Daily WhatsApp check-in before 12:00 PM EST — top 3 priorities + any missing content or flags • Monday weekly meeting with Lorena — review priorities, content calendar, retreat boards • End of day update — done, pending, blockers (always propose options A, B, C if stuck) • Weekly Friday report by 3:00 PM EST via email • All actions require Lorena's approval before execution for first 4 months ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ TOOLS YOU'LL USE ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ Must know: Google Calendar, Gmail, Google Sheets/Docs, Instagram, TikTok, Facebook, YouTube, Canva, WhatsApp Will learn on the job: ClickUp (week 1–2), Claude AI + ClickUp integration, Airbnb host platform, Mercury (payments) Note: ClickUp and Claude AI are central to how we work — willingness to learn these is non-negotiable. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ WHO YOU ARE ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ Must have: • Spanish & English fluent • Highly organized with zero-drop follow-through • Reliable — you show up on time, every day • Proactive — you flag issues before they become problems • Comfortable with basic finance tracking and spreadsheets • Social media execution experience • Fast learner with new tools Nice to have: • Property management or Airbnb experience • Retreat, event, or wellness background • Invoicing or basic bookkeeping experience • YouTube channel management • Prior multi-client VA experience ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ GROWTH PATH ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ This starts as a 10–12 hr/week role. For the right person who proves reliability, organization, and initiative — hours and responsibilities grow. Month 4 review determines expanded autonomy across all three companies. Long-term, this could become a full operations manager role. ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ HOW TO APPLY ━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━ Please answer the following in your proposal: 1. What tools have you used to manage tasks and projects? 2. Share one example of managing multiple clients or businesses at the same time 3. What's your availability and timezone?