Virtual Assistant (Project Management & Financial Services)

Job Description:

We seek a proactive and highly organized Virtual Assistant to support our deal-making and project-management activities within the financial services sector.

This role requires a self-starter with a strong background in project coordination, excellent communication skills, and a strong accounting background. My ideal background is a person who understands accounting plus a ninja for calendar and project management.

Do not apply if you have a weak financial services background or previous work as a virtual assistant for the calendar, inbox and project management.

You will be responsible for managing various tasks—from email management and document organization to broker outreach and deal follow-ups. If you excel in prioritizing multiple projects, maintaining meticulous records, and coordinating with various stakeholders, we want to hear from you!

Key Responsibilities:

Project & Deal Management

Coordinate ongoing deals, ensuring NDAs are signed and properly filed.
Maintain project statuses in the correct Google Drive folders.
Monitor open tasks, follow up on next steps, and provide regular progress updates.
Administrative & Executive Assistance

Manage email inbox, sorting and prioritizing emails on behalf of the executive.
Schedule and coordinate follow-ups and meetings with brokers, clients, and partners.
Draft, send, and organize key documents such as NDAs and contracts.
Task Coordination

Organize weekly tasks and ensure they are assigned appropriately.
Keep project management tools and Google folders up to date with the latest info.
Assign outreach tasks to the executive or other tea ---------- mbers as needed.
Broker & Deal Outreach


Email and follow up with brokers regarding potential deals; request financial information, CIMs, and other relevant details.
Maintain a regular schedule for checking in on deal prospects.
Market Research & Lead Generation

Review business-for-sale listing platforms (e.g., BizBuySell, FloridaBizMLS) to find potential opportunities.
Flag listings that meet specific investment criteria and compile a call list for the executive.
Submit inquiries on promising deals, maintaining a pipeline of prospects.
Calendar & Inbox Management

Keep the executive’s calendar updated with all relevant calls, follow-ups, and events.
Consolidate project lists, deadlines, and status updates for easy reference and prioritization.
Bookkeeping & Financial Services Support

Collaborate on basic bookkeeping tasks, ensuring transactions and records are accurate and up to date.
Assist with financial analysis and data organization as needed.
Qualifications & Skills:

Experience:
Minimum 5 years in virtual assistance, project management, or executive support (financial services industry preferred).
Project Management Tools:
Proficient in Google Workspace (Gmail, Drive, Docs, Sheets) and common PM software (e.g., Asana, Trello, ---------- ).
Bookkeeping Knowledge:
Familiarity with basic bookkeeping or accounting software (e.g., QuickBooks, Xero).

Communication:
Strong written and verbal skills; professional email etiquette is essential.

Organization & Time Management:
Proven ability to handle multiple tasks simultaneously, meet deadlines, and keep information well-organized.
Research Abilities:
Comfortable navigating online platforms to identify business leads.

Attention to Detail & Confidentiality:
Meticulous approach to tasks and ability to handle sensitive information discreetly.

Tech-Savvy:
Skilled at using various online tools and willing to learn new technologies to streamline processes.

Personal Attributes:
Proactive & Resourceful: Anticipate needs, resolve issues promptly.
Reliable: Own tasks fully and follow through to completion.
Flexible: Adapt to changing priorities and stakeholder requirements.
Collaborative: Communicate effectively and foster positive team relationships.
Continuous Learner: Always seeking to improve workflows and stay updated on best practices.

How to Apply:
Submit Your Documents:

Cover Letter (explaining your relevant experience and motivation for the role)
Resume/CV (highlighting your project management, virtual assistance, and bookkeeping experience)
References or portfolio (if applicable)
Demonstrate Your Approach:

Please respond in writing (without using AI tools) to the 2 scenarios below.

1) Show us how you would manage the situation as if you were already our Virtual Assistant:
Also, include in your application: "You scheduled a call with broker John Smith for February 16 at 2:00 PM, but he’s now asking to reschedule to either February 17 at 10:00 AM or February 18 at 3:00 PM. Our attorney also noted the NDA is missing the correct company name—on page 2, it should read “ABC Holdings, Inc.” instead of “ABC Inc.” Meanwhile, we received a prospect’s financial statements (February: $55,000, March: $62,000) but their attached spreadsheet shows February at $60,000 instead; please clarify which is accurate". In your one-paragraph email response (pretend you’re sending it to me, your manager), propose a new meeting date for the broker, highlight the NDA fix, and note how you’ll resolve the sales discrepancy—ensure clarity, organization, and attention to detail throughout. Should be concise.

2) Send me the answer to this question:
If you are a non-VAT-registered freelancer in the Philippines and your local client withholds 2% expanded withholding tax (eWT) on your payment, how should you record this transaction in your monthly books?