Virtual Assistant for Administrative & Business Operations Support (Growing Small Business)

Job Overview We are a growing small business seeking a highly organized, proactive, and dependable Virtual Assistant to manage day-to-day administrative tasks and support overall business operations. This role is ideal for someone who enjoys creating structure, solving problems, and helping a business run efficiently. You will work directly with leadership and play a key role in keeping projects, communications, and administrative functions organized as we continue to grow. Responsibilities Administrative Support * Manage calendars, appointments, and scheduling * Organize emails and respond to routine inquiries * Prepare reports, presentations, and business documents * Maintain digital filing systems and company records * Coordinate meetings and take meeting notes when required Business Operations * Assist with project coordination and task tracking * Follow up with clients, vendors, and contractors * Create and maintain standard operating procedures (SOPs) * Monitor deadlines and ensure tasks are completed on time * Support business process improvements and automation initiatives Customer & Team Support * Manage customer communications and follow-ups * Coordinate onboarding for clients or team members * Assist with CRM management and data entry * Handle basic customer service requests and issue escalation Financial & Administrative Tasks * Track invoices and expenses * Assist with bookkeeping preparation and documentation * Organize receipts and financial records * Prepare information for accountants and financial reviews Requirements * Proven experience as a Virtual Assistant, Executive Assistant, Operations Assistant, or similar role * Excellent written and verbal English communication skills * Strong organizational and time-management abilities * High attention to detail and accuracy * Ability to work independently and take initiative * Comfortable handling confidential business information * Reliable internet connection and professional work environment Preferred Skills Experience with: * Google Workspace * Microsoft Office * Slack * Asana, ClickUp, Monday.com, or Trello * HubSpot or other CRM systems * QuickBooks or similar bookkeeping software * AI tools such as ChatGPT for administrative efficiency What We’re Looking For * Someone who thinks ahead rather than waits for instructions * Strong problem-solving skills * Ability to prioritize multiple tasks in a fast-paced environment * A long-term team member who wants to grow with the business * Professional, positive, and responsive communication Project Details Hours: Part-time to Full-time (depending on experience and availability) Experience Level: Intermediate to Expert Industry: Small Business / Startup Operations To Apply Please include: 1. A brief introduction about yourself 2. Your relevant virtual assistant or operations experience 3. Tools and software you are most comfortable using 4. Your availability and time zone 5. Examples of how you’ve helped a business improve efficiency or organization We are looking for a reliable partner who can help streamline operations and support the continued growth of our business. We look forward to hearing from you.