Virtual Executive Assistant to Founders – STR, Ecom, Legal & Financial Ops

Role Title:
Virtual Executive Assistant (Founders Operations & Systems)

Type:
Part-time to start – 20 hours per week
Remote – must overlap with NZ mornings (GMT+12)

Compensation:
Weekly Pay via Wise or Payoneer
Minimum 20 Hours per Week
Long-term role with compensation growth opportunities based on performance

Mission
Support the founders across multiple ventures (short-term rentals, e-commerce, legal, and financial operations) by managing communication, admin, systems, and workflows.
This is not a short-term task role, you’ll help build the internal foundation for a growing group of businesses and take ownership of repeatable systems.
This is a long-term opportunity with growth into management and leadership roles as the company scales.


Key Responsibilities
Short-Term Rental Operations (Airbnb / VRBO / ---------- ):
Handle guest communication, calendar coordination, and platform management
Schedule and confirm cleaning teams
Maintain listing quality, pricing, and occupancy
Resolve guest issues quickly and professionally
Document workflows for handover to future tea ---------- mbers

Business, Legal & Financial Admin:
Manage multiple email inboxes (personal, joint, Airbnb, and ---------- )
Manage both founders’ personal calendars and bookings
Liaise with lawyers, accountants, and service providers
Submit paperwork, track due dates, and organize cloud files
Call or message utility and service providers to negotiate better rates
Organize and clean inboxes and file structures

E-Commerce & Brand Support ( ---------- ):
Manage influencer/supplier communications and product support
Draft and manage cold email outreach
Assist with social media scheduling and light content management
Monitor response rates and escalate leads as needed
Track content/influencer pipelines and document repeatable processes

Finance & Budgeting Oversight:
Categorize 12 months of transactions (personal and business)
Build forward-looking monthly budgets
Track savings, income, and business profitability
Help plan for upcoming investment and growth phases
Upload, tag, and organize receipts
Collaborate on separating personal vs business spending

Systemization & Delegation (Buy Back Your Time Implementation):
Follow Dan Martell’s delegation framework (daily Slack check-ins, close-the-loop feedback)
Help the founders identify and offload low-value tasks
Build clear SOPs and documentation for all repeatable tasks
Organize SOPs into cloud folders to support onboarding of future staff and/or AI
Track improvements and propose smarter workflows

Communication & Tools:
Slack (main communication hub)
Google Meet (for scheduled video calls)
Google Workspace (Drive, Docs, Sheets, Gmail)
WhatsApp for real-time reminders and check-ins
Calendar + email access across multiple accounts

Schedule
20 hours per week
Must overlap with New Zealand mornings (GMT+12)
Daily video meetings via Google Meet
Time: 6:30AM – 7:00AM NZT
With both founders
Paid weekly
Must be available via Slack during your work window
Long-term potential to grow with the business

Must-Have Qualifications
2+ years as a Virtual Assistant or Executive Assistant
Experience with Airbnb and other STR platforms ( ---------- , VRBO)
Excellent written and spoken English
Professional in dealing with lawyers, accountants, and vendors
Confident calendar and email manager
Reliable internet connection and a fast personal computer
Proactive, self-managed, and highly organized
Comfortable negotiating bills, chasing follow-ups, and making phone calls when needed

Preferred (but not required)
Familiarity with New Zealand admin, legal, or finance systems
Experience supporting e-commerce businesses or creators
Exposure to social media management tools and outreach
Comfortable with spreadsheets and process documentation

Growth Path
This is a long-term role designed for someone who wants to grow.
As the company builds out its portfolio, there will be opportunities to step into new roles such as Operations Manager, Brand Coordinator, Client Success, or Team Lead.
This is the first hire in what will become a multi-person operations unit.

Include in application:
A short introduction
A Loom video (under 2 minutes) introducing yourself - you can include any relevant information about yourself and why you would excel in the job
2–3 examples of relevant work experience (especially Airbnb, calendar or business comms)
Internet speed screenshot and device/computer specs
Your weekly availability and timezone

You’re applying to help build an operational fortress behind a growing business group.
This role is for someone who doesn’t just complete tasks, but who builds the systems that make them repeatable, reliable, and scalable.