Executive Virtual Assistant - Operations Support at Assist World

, , South Africa -

Full Time

Start Date

Immediate

Expiry Date

02 May, 26

Salary

700.0

Posted On

01 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Inbox Management, Calendar Management, Reporting, Task Management, Travel Coordination, Personal Administration, CRM Support, Social Media Management, Microsoft Teams, Excel, QuickBooks, Project Management, Communication, Organization, Proactivity, Data Analysis

Industry

Staffing and Recruiting

Description

Role Overview We are seeking a proactive, highly organized Executive Virtual Assistant / Operations Support VA to support the owner of multiple businesses (manufacturing/export, trucking, and freight brokerage). This role is ideal for someone who can take ownership of inbox + calendar control, reporting support, meeting follow-ups, and internal task tracking, while also assisting with travel logistics and selective personal admin. The ideal candidate is numbers-driven, understands what they're presenting (not just compiling data), is comfortable with fast-paced environments, and can help introduce structure through lightweight project/task management. Key Responsibilities 1) Inbox & Calendar Management (High Priority) Organize and manage a busy inbox: triage, flag priorities, draft replies, and keep threads moving Ensure key items do not fall through the cracks Own calendar coordination: scheduling, rescheduling, confirmations, and meeting logistics Prepare the owner for the day/week by highlighting urgent priorities and deadlines 2) Travel + Personal Admin Support Book and manage travel arrangements (flights, hotels, itineraries, ground transport) Handle personal admin tasks as assigned to reduce the owner's workload Maintain travel checklists and ensure trip readiness (documents, confirmations, timing) 3) Reporting & Executive Prep (Numbers-Focused) Compile and deliver recurring reports needed daily/weekly/meeting-prep Track key metrics and summaries so the owner can review quickly before meetings Create clean, decision-ready reporting packs (clear formatting, insights, and context) 4) Meeting Support + Action Item Follow-Up Attend meetings early on (or review recordings) to learn the business and workflow Capture action items and decisions, then translate them into trackable tasks Drive follow-ups across the organization to ensure tasks are completed on time Provide pre-meeting status updates: what's done, what's pending, blockers, owners 5) Task Management System Ownership (Microsoft Teams / Planner) Implement and maintain a simple task-tracking workflow using Microsoft Teams Planner Assign tasks to team members after meetings and monitor completion Build basic templates/checklists for recurring meetings and reporting cycles Improve accountability and visibility without adding unnecessary complexity 6) CRM / Light Sales Support (Non-Calling) Assist with customer identification research (especially on the logistics side) Support basic CRM/task updates and potential mass email coordination (if needed) No cold calling or direct customer calling required for this role 7) Social Media Support (Light + Consistent) Support visibility primarily on LinkedIn (with optional Facebook/Instagram support) Turn owner-provided photos/notes into simple posts and publish consistently Maintain a basic posting calendar and keep the owner "present" online This is not highly creative strategy work — it's execution and consistency. 8) Trade Show Support (Optional – 2x/year) Open to occasional travel support for trade shows in Asia (e.g., Shanghai/Hong Kong) Potential in-person assistance 2 times per year (3–4 days each), if required and travel is \n Required Qualifications (Must-Have) 3–5+ years experience supporting an executive (EA/Operations/Chief of Staff-style support ideal) Strong inbox + calendar management experience in a fast-paced environment Confident with numbers, reporting, and Excel/Sheets, with the ability to understand what the data means Strong task/project follow-up skills (able to push accountability tactfully) Highly organized, proactive, and comfortable working with limited structure Excellent written and spoken English (professional and clear) Preferred / Nice-to-Have QuickBooks experience (strong plus), especially QuickBooks Desktop; QB Online familiarity helpful Microsoft Teams + Planner experience (or similar task tools) Strong Excel skills (dashboards, pivots, summaries, clean reporting) Comfortable using AI tools to improve efficiency (summaries, drafting, formatting, reporting) LinkedIn posting experience (basic design/formatting; Canva is a plus) Tools & Systems Microsoft Teams + Planner (task management) QuickBooks Desktop (preferred) + QuickBooks Online (helpful) Excel / Google Sheets Email + calendar systems (Microsoft 365 / Google Workspace as applicable) Canva (nice-to-have for basic social formatting) What Success Looks Like (First 30–60 Days) Inbox is under control: priorities flagged, responses handled, and follow-ups tracked Meetings produce clear action items with visible ownership and deadlines via Teams Planner Owner receives reliable reporting before weekly meetings and key check-ins Travel planning and personal admin are handled smoothly without last-minute stress LinkedIn posting becomes consistent using simple content provided by the owner \n $700 - $700 a month Full-time (40 hours/week) Must work U.S. East Coast hours (ET) \n Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM

Responsibilities

The Executive Virtual Assistant will manage the owner's inbox and calendar, handle travel logistics, and provide reporting support. They will also track tasks and follow up on action items to ensure timely completion.