I'm looking for a highly organized, proactive, and detail-oriented Operations & Executive Assistant to support both my business and personal life. This is a long-term contractor opportunity for someone who enjoys creating systems, solving problems, and helping things run smoothly behind the scenes. The role will begin with administrative, organizational, and research-based tasks and has the opportunity to grow into a trusted right-hand partnership as we build a strong working relationship. Required Skills: -Exceptional organizational skills. -Strong written and verbal communication. -Excellent attention to detail. -Strong internet research abilities. -Ability to manage multiple priorities. -Professional and dependable. -Comfortable working independently. -Able to handle confidential information with discretion. -Strong problem-solving skills. Preferred Experience: -Supporting entrepreneurs, executives, or small business owners. -Project coordination. -Calendar and travel management. -Experience with influencers, content creators, or e-commerce brands is a plus.

Job Description: We are looking for an experienced bookkeeper for a three-phase engagement: initial QuickBooks Online setup, a catch-up project covering January through June 2026, and ongoing monthly bookkeeping. All three phases are part of this engagement and we expect the same bookkeeper to handle all three. Seeking individual with experience working with small, micro businesses or start ups. About the Business: Bookshelf Anatomy, LLC is a small, single-owner art business based in Washington State. The business sells original artwork online via Shopify, wholesale online account through Faire, and occasionally at local art fairs. Revenue averages approximately $1,000/month. Transaction volume is approximately 50 transactions per month across sales and expenses. Phase 1: Initial Setup (One-Time Fixed Fee) Properly set up QuickBooks Online account Build a chart of accounts appropriate for a small art/retail business in Washington State Configure and test the Shopify-to-QuickBooks Online integration Ensure gross sales, discounts, refunds, Shopify fees, and sales tax collected are mapping correctly into the correct QuickBooks accounts Provide a brief written summary of how the system is set up and what the owner needs to know Phase 2: Catch-Up Bookkeeping January through June 2026 (One-Time Fixed Fee) Enter and categorize all transactions from January 1, 2026 through June 30, 2026 Reconcile bank account and payment processor for all six months Deliver a profit and loss statement and balance sheet for each month and a six-month summary Flag any transactions that require clarification from the owner Phase 3: Ongoing Monthly Bookkeeping (Fixed Monthly Fee) Categorize and enter expenses Enter occasional cash sales from local art fairs Reconcile one bank account and one payment processor Deliver a monthly profit and loss statement and balance sheet by the 15th of the following month Flag anything unusual or concerning Requirements: QuickBooks Online ProAdvisor certification required Demonstrated experience setting up Shopify-to-QuickBooks Online integrations Familiarity with Washington State sales tax considerations preferred Based in the United States Strong written communication in English Reliable and responsive — replies expected within 24-48 hours Engagement Terms: Please quote three separate fixed fees in your application: one for Phase 1 setup, one for the Phase 2 catch-up project, and one for the ongoing Phase 3 monthly retainer. We are not looking for hourly billing for any phase. To Apply: Describe your experience setting up QuickBooks Online for Shopify businesses. Explain how you handle the Shopify-QBO integration, specifically how you map gross sales, fees, refunds, and sales tax. Include your proposed fixed fee for Phase 1, Phase 2, and your proposed monthly rate for Phase 3.

# Executive Assistant & Marketing Operations Coordinator — Longevity Academy **Remote | U.S.-Based Preferred | 20–25 Hours/Week | $35–$45/Hour** ## About Longevity Academy Longevity Academy is building an **intelligence, education and operating platform for the rapidly growing longevity and healthy-aging economy**. Our work includes longevity research and education, a national directory of longevity companies and leaders, newsletters and content, executive interviews, industry events, partnerships, digital tools, and new business initiatives. We are moving quickly and are looking for an exceptional person who can work directly with the founder to help **organize, manage and execute the day-to-day operation of the business.** This is **not a traditional administrative assistant position**. We are looking for someone who combines the skills of an **Executive Assistant, Marketing Coordinator and Operations Manager**. The right person will eventually become the founder's primary execution partner and take significant responsibility for keeping Longevity Academy organized, moving forward and getting things completed. ## What You'll Be Responsible For ### Marketing & Content * Coordinate our weekly email newsletter * Maintain our marketing and editorial calendar * Help organize and publish articles, research and educational content * Coordinate email marketing campaigns * Assist with LinkedIn and other social media activity * Help manage landing pages and website updates * Use AI tools such as ChatGPT to accelerate research, content creation and marketing ### Longevity Directory * Help manage our growing national directory of longevity companies, executives, researchers, physicians, investors, speakers and events * Coordinate virtual assistants performing directory research and data entry * Review listings for accuracy and completeness * Help manage outreach to companies and industry leaders * Track premium listings, partnerships and revenue opportunities ### Longevity Leaders Project We interview executives, researchers and innovators who are helping shape the future of longevity. You will help: * Identify potential interview guests * Research guests and organizations * Coordinate scheduling * Prepare background materials * Manage reminders and logistics * Coordinate promotion and post-interview follow-up ### Executive & Administrative Support * Help manage email and inbox organization * Calendar and scheduling * Meeting preparation * Follow-up and reminders * Travel and conference coordination * Organize documents and information * Maintain contact and relationship databases * Track important deadlines and commitments ### Operations & Project Management One of your most important responsibilities will be helping convert ideas into **organized projects with clear priorities, deadlines and accountability**. You will: * Maintain the master project and priority system * Track weekly priorities * Coordinate contractors, developers and virtual assistants * Follow up on outstanding projects * Identify bottlenecks * Create simple processes and SOPs * Prepare a short weekly executive scorecard * Make sure important projects actually get finished ## Who We're Looking For We are looking for someone who is: * Extremely organized * Proactive rather than reactive * Highly dependable * Comfortable working independently * An excellent written communicator * Technologically sophisticated * Comfortable learning new software quickly * Experienced with AI tools * Comfortable managing multiple projects simultaneously * Detail-oriented without losing sight of the bigger picture * Able to work directly with an entrepreneurial founder who generates ideas and moves quickly * Confident enough to ask questions, recommend better approaches and push back when priorities become overloaded You should be the type of person who sees something that needs to be done and **takes ownership of getting it done.** ## Technology Experience Experience with several of the following is preferred: * ChatGPT and other AI tools * Google Workspace * Gmail * Google Sheets * Canva * Email marketing platforms * CRM systems * WordPress or other website platforms * Project management tools * LinkedIn * Zoom * Basic website analytics You do not need to know every platform. You do need to be **highly comfortable with technology and able to learn quickly.** ## Experience Ideally, you have **3–7+ years of experience** in some combination of: * Executive assistance * Marketing coordination * Startup operations * Project management * Digital marketing * Founder support * Membership organizations * Professional associations * Health, wellness or longevity companies Experience in longevity, health, wellness, healthcare or biotechnology is helpful but **not required**. Strong execution ability is more important. ## Schedule & Compensation We anticipate starting at approximately: **20–25 hours per week** **$35–$45/hour depending on experience** The position will begin as a **90-day engagement**. For an exceptional person, we expect the position to grow in responsibility and potentially hours. Our goal is to find someone who can develop into a long-term **Operations Manager / senior executive support role** as Longevity Academy grows. ## What Success Looks Like Within 90 days, you should be able to take substantial ownership of the administrative, marketing and operational execution of Longevity Academy. Instead of waiting for assignments, we want you to be able to say: **“Here are this week's priorities. These are complete. These are underway. These items require your decision. Here is what I recommend we do next.”** The ultimate objective is simple: **Free the founder to concentrate on strategy, revenue, relationships, partnerships and building Longevity Academy while you make sure the organization executes.** ## To Apply Please include the following in your Upwork proposal: 1. Tell us about your experience working directly with an entrepreneur, founder or CEO. 2. Give us an example of a business process, marketing function or project you took complete ownership of. 3. What AI tools do you currently use in your work, and how do you use them? 4. What project management, CRM, email marketing and website platforms have you worked with? 5. Tell us how you would manage a founder who has many ideas and initiatives moving simultaneously. 6. What hours and time zone are you normally available? 7. What is your hourly rate? 8. Are you interested in starting at approximately 20–25 hours per week and potentially growing with the organization? **Important:** Please begin your proposal with the words **“LONGEVITY ACADEMY”** so we know you read the entire posting. We are looking for more than someone who completes assigned tasks. **We are looking for someone who takes ownership, creates structure and gets things done.**

Must speak clear English. Must be visible on camera for the interview- I want to know/see who I am hiring. FIXED MILESTONE. * Possibility of longer term per week/ per hour opportunity after milestone available Location: Northern New Jersey with occasional travel to New York City Schedule: Approximately 15–25 hours per week (3 days per week with flexibility to increase). Combination of in-person and remote work as responsibilities require. About the Role Seeking a highly organized, proactive, and trustworthy Household Manager / Personal Assistant to support a busy executive. This is a long-term opportunity for someone who enjoys creating order, anticipating needs, and managing both household and administrative responsibilities. The ideal candidate is resourceful, discreet, dependable, and takes pride in making life run smoothly without requiring constant direction. This position blends household management with executive personal assistance and requires both in-person and remote support. Primary Responsibilities Household Management Maintain an organized, clean, and well-functioning home. Laundry, folding, steaming, and wardrobe organization. Change linens and towels. Kitchen organization and light meal preparation as needed. Pantry, refrigerator, and household inventory management. Receive deliveries and organize packages. Coordinate dry cleaning. Schedule and oversee home maintenance and service providers. Organize closets, storage areas, and household systems. Personal Assistance Grocery shopping and household errands. Returns, exchanges, shipping, and mailing. Appointment scheduling and calendar support. Travel preparation, packing, and unpacking assistance. Gift purchasing and special occasion planning. Research products and services as requested. Maintain shopping lists and household supplies. Executive Support Administrative support both remotely and in person. Document preparation and organization. Vendor coordination. Event and meeting preparation. Travel logistics. Project coordination and follow-up. Additional personal or business support as assigned. Pet Care Assist with care for two friendly dogs. Walking as needed. Feeding and fresh water. Scheduling grooming or veterinary appointments. Maintain pet supply inventory. Entertaining Grocery shopping . Coordinate deliveries. Ideal Candidate The successful candidate will: Be exceptionally organized and detail-oriented. Exercise sound judgment and discretion. Be proactive rather than reactive. Anticipate needs without constant supervision. Enjoy creating efficient systems. Be comfortable managing multiple priorities. Have excellent communication skills. Be reliable, punctual, and flexible. Be comfortable working independently. Be comfortable with both in-person and remote responsibilities. Have reliable transportation. Be comfortable around dogs. Preferred Experience Personal Assistant Executive Assistant Household Manager Estate or Household Staff Concierge or Luxury Hospitality Office Administration Event Coordination Equivalent experience will also be considered. What Success Looks Like This role is ideal for someone who enjoys taking ownership of their work and finds satisfaction in creating a well-managed, organized environment. Rather than waiting for instructions, the successful candidate notices what needs attention, communicates effectively, and helps reduce the day-to-day demands of a busy executive's personal and professional life. This is intended to be a long-term working relationship built on professionalism, trust, reliability, and mutual respect.

HubSpot Lead Generation & Qualification Specialist (BDR) What we're looking for We're a custom software firm and HubSpot Solutions Partner looking for an outbound lead-generation specialist who knows the HubSpot ecosystem and can identify and qualify companies that need the HubSpot work we do. This isn't generic list-building. We want someone who understands HubSpot well enough to spot a good-fit prospect — a company underusing the platform, one stuck on a legacy or competitor CRM that should migrate, or one that needs custom integration work that HubSpot can't do out of the box — and start a real conversation that leads to a qualified meeting for our team. The work Research and build targeted prospect lists that fit our HubSpot ideal customer profile. Run outbound outreach (cold email, LinkedIn, calls) with messaging tailored to HubSpot-specific pain points. Have initial qualifying conversations: what's their current stack, what's broken, what's the trigger to act? Recognize which of our HubSpot offerings fits the prospect (see below) and qualify accordingly. Book qualified meetings and hand our team a clean, well-documented context. Track everything in HubSpot (we run on it, too). Work toward clear weekly/monthly qualified-meeting targets. The HubSpot work we want you to generate leads for Understanding these helps you qualify — you're looking for companies that map to one or more of these: HubSpot health checks & optimization — companies already on HubSpot who aren't getting full value and could use an expert review. Managed services / ongoing retainer — companies that want a partner to run and continuously improve their HubSpot. Migrations — companies on Salesforce, Pardot, Marketo, Zoho, or similar who are candidates to move onto HubSpot. Custom integrations & development — this is a real differentiator for us. We build custom integrations that connect HubSpot to other systems (ERPs, custom databases, portals, third-party apps) and provide custom platform development that goes beyond standard HubSpot configuration. Companies with a "we need HubSpot to talk to X" problem are ideal. RevOps strategy & enablement — companies scaling revenue operations who need help making HubSpot actually run their process. You're a fit if you Have hands-on HubSpot knowledge — you know the Hubs and tiers and can tell when a company is underusing or outgrowing their setup. Have a track record of outbound lead generation and appointment setting with real, qualified meeting results. Can speak credibly about HubSpot and, ideally, understand when a need is a custom-integration or custom-development opportunity rather than a standard config. Are comfortable with sales tools (LinkedIn Sales Navigator, Apollo, Instantly, or similar). Write strong outbound copy and can hold a qualifying conversation. Work independently against clear targets. Nice to have HubSpot certifications (Inbound, Sales/Marketing Software). Experience prospecting for a HubSpot Solutions Partner or agency. Familiarity with the migration pitch (moving off Pardot/Salesforce/Marketo). Any exposure to selling technical/custom-integration services.

We are seeking an experienced Bookkeeper with a strong background in commercial real estate and property management accounting to join our team. The ideal candidate will be responsible for maintaining accurate financial records, managing accounts payable and receivable, and supporting day-to-day accounting operations. Experience working with real estate or property management businesses is highly preferred.

We are looking for a dependable, professional, and detail-oriented Customer Service Representative / Virtual Assistant to join our growing remote team. This role begins with a 1-month contract, with the potential for a long-term position based on performance. If you have excellent communication skills, enjoy helping customers, and can work independently in a remote environment, we'd love to hear from you. Responsibilities: - Respond to customer inquiries via email, chat, and other communication channels in a timely and professional manner. - Deliver friendly, accurate, and helpful support while ensuring a positive customer experience. Resolve customer concerns efficiently and escalate complex issues when necessary. - Assist with general administrative and virtual assistant tasks. - Maintain organized and accurate records of customer interactions. - Follow company procedures and uphold high standards of customer service. Requirements: - Excellent written and spoken English. - Previous experience in customer service, virtual assistance, or a similar role is an advantage. - Strong communication, organizational, and problem-solving skills. - Ability to work independently, prioritize tasks, and manage time effectively. - Reliable internet connection and access to a computer. - Strong attention to detail and the ability to follow instructions carefully. What We Offer: - 1-month initial contract with the opportunity for extension based on performance. - Flexible remote work, allowing you to manage your schedule as long as tasks and customer requests are handled promptly. - Opportunity to grow into a long-term role within our expanding team. - A supportive, collaborative, and professional remote work environment. If you're reliable, proactive, and committed to providing outstanding customer support, we'd love to hear from you. Please submit a brief introduction describing your relevant experience, skills, and why you believe you're a great fit for this position.

We are looking for reliable entry-level freelancers to assist with basic editorial and virtual administrative tasks. No certifications or prior experience required, open to all backgrounds. Responsibilities: 1. Organize and review digital content 2. Assist with simple admin tasks 3. Update documents and records 4. Follow instructions and meet deadlines Requirements: 1. Basic computer skills 2. Good attention to detail 3. Willingness to learn 4. Reliable communication Great opportunity for beginners, freelancers, students, and career changers looking to gain remote work experience.

Part-Time Contract (10–20 Hours/Week Initially) About the Project I'm looking for a highly organized, systems-oriented professional to build and implement a complete Digital Asset Management (DAM) system for my family, businesses, and growing media brands. This is not a typical virtual assistant position. The primary responsibility is to design, organize, document, and maintain the digital infrastructure that will support years of content creation and protect a lifetime of family memories. This is a project-based role with the opportunity to become an ongoing part of our team. The Mission Build a professional-grade Digital Asset Management (DAM) system from the ground up. The end goal is that every photo, video, document, and digital asset has a permanent home, is properly backed up, and can be located in seconds. The system should be simple, scalable, secure, and easy for future team members to understand. Phase 1 — Build Our Digital Media Headquarters A brand-new Mac mini will serve as our permanent Digital Media Headquarters. This computer will remain powered on full-time and act as the central hub for: Digital Asset Management File Organization Media Storage Cloud Synchronization Local Backups Remote Collaboration Archive Management One of your primary responsibilities is designing and implementing the complete architecture of this workstation. Initial Project Scope Digital Asset Audit Conduct a complete inventory of every digital storage location including: External hard drives SSDs USB drives SD cards Apple Photos Google Photos MacBook Mac mini Camera footage iPhone media Legacy folders Business assets Deliverable: A complete inventory of all digital assets. Architecture Design Design a scalable Digital Asset Management system. This includes: Folder hierarchy Drive organization Naming conventions Permissions Archive strategy Collaboration workflow Backup workflow Documentation The objective is to build the system correctly from the beginning instead of continually reorganizing it. Mac Mini Buildout Configure the Mac mini as an always-on Digital Media Headquarters. Responsibilities include: macOS configuration Storage architecture External drive organization User account setup Folder permissions Remote access configuration Shared workspace configuration Performance optimization Documentation of the entire system Storage Architecture Design and implement: Active Project Drive Media Archive Drive Local Backup Drive Cloud Backup Integration Every storage device should have a clearly documented purpose. File Organization Organize and migrate assets into the new system. Tasks include: Folder organization File renaming Duplicate identification Archive migration Metadata preservation where practical Folder cleanup Nothing should be permanently deleted until it has been verified and backed up. Backup Strategy Implement a reliable backup strategy. Examples include: Local backups Cloud backups Backup verification Disaster recovery planning The objective is that no important file exists in only one location. Workflow Design Design a repeatable workflow for all future media. Example: Import footage ↓ Organize ↓ Rename ↓ Editor receives project ↓ Review ↓ Archive ↓ Verify backups ↓ Project complete Document this process so future team members can follow it consistently. Documentation Create Standard Operating Procedures (SOPs) for: Folder structure Naming conventions Import process Archive process Backup verification Remote editor workflow Future onboarding The documentation should allow someone new to understand and maintain the system with minimal guidance. Skills We're Looking For Exceptional organizational skills Experience with Digital Asset Management (DAM) Strong macOS knowledge Apple Photos Google Photos External storage management Dropbox and/or Google Drive Backup strategy Process documentation Attention to detail Independent problem-solving Excellent written communication Experience supporting photographers, videographers, YouTubers, or creative agencies is a strong plus. What Success Looks Like At the end of this project: Every digital asset has a permanent location. Every storage device has a defined purpose. The Mac mini operates as our permanent Digital Media Headquarters. Editors can easily receive and return projects. Family memories are safely organized and protected. Business assets are easy to locate. Cloud and local backups are functioning and verified. Future media follows a documented workflow. The entire system is fully documented for long-term maintenance. Future Opportunity This project may evolve into an ongoing role responsible for maintaining our Digital Asset Management system and supporting future media operations as our team grows. To Apply Please include: A brief introduction about yourself. Examples of similar organization or Digital Asset Management projects you've completed. Your experience with the Apple ecosystem and macOS. Your preferred tools for organizing large photo and video libraries. A short explanation of how you would approach organizing approximately 10–20 years of digital photos, videos, documents, and multiple external hard drives into one scalable system. Your hourly rate and general availability. Applicants who demonstrate strong systems thinking, documentation skills, and attention to detail will receive priority consideration.

We're a B2B platform serving the economic development community, and we're looking for a Business Development Representative to set appointments by phone with economic development professionals from a list we provide. This is a calling role specifically. We're not looking for email or LinkedIn outreach here. We want someone who can pick up the phone, work through a curated list of contacts, and turn those calls into booked meetings for our team. Your task is straightforward to describe and takes real skill to do well. We hand you a targeted list of economic development professionals such as economic development organizations, chambers of commerce, and regional development agencies. You call them, introduce what we do in a credible and professional way, qualify them lightly to make sure they're the right person, and book a short discovery call on our calendar. You'll log your activity and outcomes in our CRM so we can see what's working, and you'll aim to hit a weekly target for appointments set. We provide the contact list, a script and talking points to start from, scheduling tools, and a quick onboarding so you understand who we are and why this audience cares. The skills we're looking for are proven appointment-setting or BDR experience in B2B, with a strong and confident phone presence. This audience is public-sector and quasi-public, so tone and credibility matter a great deal. You should have excellent spoken English, the persistence to work a list without getting discouraged, and the self-direction to manage your own day and hit your numbers without close supervision. Comfort with a CRM and basic scheduling tools is expected. Experience selling to or working with government, civic, nonprofit, or economic development buyers is a strong plus. Good communication matters to us, both on the phone with prospects and with our team. We'd like regular, brief check-ins on how the calling is going, what objections you're hearing, and where the list is converting or stalling, so we can adjust the script and targeting together. We like to work in a collaborative and low-drama way. We give you clear targets and the tools to hit them, we're responsive when you have questions, and we'd rather solve problems together than leave you guessing. If you do good work, there's room for this to grow into a larger, ongoing engagement. To apply, tell us briefly about your appointment-setting experience and the kinds of audiences you've called, roughly how many meetings you booked per week in past roles, and any experience reaching public-sector or civic buyers. A short note on how you approach a cold call is a plus.