Virtual Assistant

# Virtual Assistant and Project Manager for Two SaaS Product Launches ## Overview I am looking for a highly organized, proactive virtual assistant and project manager to help coordinate the launch and ongoing management of two early stage software businesses. Both products are in active development. I work with freelance designers, developers, and other specialists, but I need someone who can help keep the projects organized, moving forward, within budget, and aligned with priorities. This person will serve as my operational right hand. You will not necessarily perform all of the design or development work yourself. Your primary responsibility will be making sure the right people know what needs to be done, deadlines are clear, progress is tracked, obstacles are addressed, and work is completed properly. The role may also include helping organize selected personal scheduling and administrative activities. ## Key Responsibilities ### Project Coordination • Maintain project plans, task lists, priorities, milestones, and deadlines for both businesses • Coordinate work between designers, developers, marketers, and other freelancers • Translate high level direction into clear assignments, next steps, and deliverables • Follow up with team members to ensure commitments and deadlines are met • Identify dependencies, delays, unclear requirements, and potential problems before they become larger issues • Help manage product launch checklists and ensure important work does not fall through the cracks ### Freelancer and Vendor Management • Help source, evaluate, onboard, and coordinate freelancers when additional expertise is needed • Prepare project briefs and organize the information freelancers need to begin work • Review freelancer proposals, timelines, estimates, and deliverables • Track contractor hours, project expenses, and approved budgets • Help prevent unnecessary scope expansion and cost overruns • Escalate concerns when work is late, unclear, incomplete, or exceeding the agreed scope ### Execution and Accountability • Maintain a clear record of what is completed, in progress, blocked, and upcoming • Confirm that completed work matches the agreed requirements • Coordinate basic testing, feedback collection, and issue tracking • Document decisions, requirements, processes, and recurring procedures • Create accountability without requiring constant supervision from me • Keep projects moving even when I am focused on my full time career, military responsibilities, education, and family ### Communication and Reporting • Provide concise weekly project updates covering progress, upcoming priorities, risks, decisions needed, and current spending • Organize meeting notes and assign follow up actions • Prepare agendas for meetings with developers, designers, and other contractors • Communicate professionally and respectfully with freelancers and vendors • Reduce the amount of time I spend checking status, coordinating schedules, and following up on unfinished work ### Scheduling and Administrative Support • Help organize meetings, project deadlines, appointments, and selected personal commitments • Assist with calendar management and scheduling when needed • Conduct basic research and compare vendors, tools, services, or project options • Organize files, project documentation, credentials, invoices, and related information • Help build repeatable systems for managing projects and routine administrative work ## Ideal Candidate The ideal candidate is dependable, resourceful, detail oriented, and comfortable taking ownership of outcomes. You should have: • Experience as a project manager, operations coordinator, executive assistant, or senior virtual assistant • Experience coordinating software, website, technology, or digital product projects • Strong written communication and organizational skills • Experience working with freelance designers and developers • The ability to manage multiple workstreams, priorities, and deadlines • Good judgment regarding urgency, cost, quality, and scope • The confidence to follow up, ask questions, and hold contractors accountable • The ability to summarize complicated project activity into clear and concise updates • Strong attention to detail without losing sight of the larger objective • A high degree of integrity and discretion ## Helpful but Not Required Experience with any of the following would be beneficial: • SaaS product development or software launches • Upwork freelancer management • Website and application design projects • Agile, Scrum, Kanban, or similar project management methods • ClickUp, Asana, Monday.com, Trello, Notion, or comparable tools • Webflow, Replit, React, Stripe, or other common software platforms • Quality assurance testing and bug tracking • Startup operations, marketing coordination, or customer onboarding You do not need to be a software developer, but you should be comfortable working with technical professionals and learning enough about a project to coordinate it effectively. ## Working Style I am looking for someone who: • Takes initiative instead of waiting for every instruction • Brings structure to projects that have many moving pieces • Communicates problems early rather than hiding delays • Respects budgets and looks for efficient ways to accomplish the work • Can distinguish between something that requires my decision and something that can be handled independently • Is comfortable working directly with a founder who has limited time but provides clear strategic direction • Values execution, accountability, professionalism, and continuous improvement ## Engagement This will begin as a part time, hourly engagement with the potential to become a longer term working relationship. The initial priority will be organizing the current projects, establishing a reliable project management system, documenting outstanding work, coordinating existing freelancers, and helping move both products toward launch. Availability during at least part of the United States Mountain Time workday is preferred, although the role can be performed remotely from any location. ## To Apply Please include the following in your proposal: 1. A brief description of your experience managing software, website, or digital product projects. 2. An example of a project where you coordinated multiple freelancers, vendors, or team members. 3. The tools you use to manage schedules, tasks, budgets, and project communication. 4. How you handle a freelancer who is missing deadlines or exceeding the approved scope. 5. An example of the weekly project update you would provide to a busy founder. 6. Your availability, time zone, hourly rate, and expected weekly capacity. Please begin your proposal with the words **“Execution and Accountability”** so I know you carefully reviewed the posting.