Administrative and Operations VA

*Job Summary: **We are looking for a highly organized and proactive Executive Virtual Assistant to take ownership of inbox management and day-to-day administrative operations across several business entities. This role is ideal for someone who can quickly learn how decisions get made, process incoming communication with judgment rather than just sorting it, and gradually take over recurring administrative work with minimal hand-holding. We are also actively building AI into how we operate, so comfort with AI tools — or genuine curiosity to learn them — is a real advantage here. Key Responsibilities Monitor, triage, and process multiple email inboxes on a consistent recurring basis Draft, send, and follow up on routine correspondence on behalf of the executive Apply consistent filing, labeling, and folder structures so nothing gets buried or lost Flag time-sensitive items and escalate anything requiring the executive's direct attention Prepare and send recurring invoices, payment reminders, and follow-ups Track outstanding items, payments, and deadlines across multiple entities and keep records current Maintain organized digital documentation and filing systems for administrative and financial records Coordinate and follow through on assorted projects and one-off administrative tasks Proactively chase the executive for input, approvals, and information needed to close out tasks Identify repetitive workflows and help document, streamline, or automate them over time Mandatory Skills Proven experience in executive assistance, inbox management, or high-level administrative support Strong written English with the ability to draft professional correspondence independently Excellent judgment in prioritizing, categorizing, and escalating email Experience managing recurring administrative processes across more than one entity or account Comfortable with Google Workspace (Gmail, Drive, Docs, Sheets) and general cloud-based tools Highly organized with strong attention to detail and follow-through Genuinely proactive — willing to chase down answers and push work forward rather than wait Reliable, detail-oriented, and able to work independently with minimal supervision Strong communication skills, with the confidence to raise issues and ask questions early Preferred Skills Working knowledge of QuickBooks or similar accounting/bookkeeping software Experience with invoicing, payment tracking, and basic financial administration Familiarity with AI tools (ChatGPT, Claude, or similar) and an interest in applying them to daily work Exposure to automation or workflow tools, or willingness to learn AI-assisted workflows Experience supporting an executive or business owner who runs multiple ventures Ability to manage multiple projects and priorities simultaneously Experience creating or maintaining SOPs and process documentation *Why Join Us: **This is a role with real ownership and room to grow. You will be trusted with the systems that keep several businesses running, and as you master the work, the scope and responsibility will expand alongside it. You will also be encouraged to bring AI and automation into how the work gets done — this is a place where making yourself more effective is genuinely rewarded, not resisted. Work Schedule 10 hours/week in PST

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