Virtual Executive Assistant (VA) | Full-Time

Role Overview

We are hiring a proactive, tech-savvy, and highly organized Virtual Assistant to support a business owner with multiple ventures across the construction, trucking, and restaurant industries. The client leads several growing businesses and values structure, efficiency, and proactive communication to keep daily operations running seamlessly.
In this role, you will serve as the right hand to the client — managing multiple inboxes and calendars, coordinating meetings, handling documentation, and ensuring priorities stay on track across all business entities. You’ll also assist with lead follow-up, CRM updates, vendor coordination, and SOP documentation to keep each operation organized and scalable.
This is a hands-on role where your initiative, communication, and organizational skills will directly support the client’s productivity and business growth. You’ll embody the Buy Back Principle by helping the client reclaim time and mental bandwidth to focus on leadership, decision-making, and future business opportunities.


Responsibilities:

Partner to the Client:
Be trusted gatekeeper and strategic support by managing priorities, protecting the clients time, and anticipating what they need. Proactively find ways to make work easier, streamline operations, reduce bottlenecks, help the business grow, and increase revenue.


Email & Inbox Management:
Manage multiple Outlook inboxes (Construction, Restaurant/Bocce, Union-related) and a Gmail inbox for the trucking business.
Triage, prioritize, and draft responses to ensure urgent and high-value communications are addressed.
Filter out spam and low-priority messages to reduce inbox clutter.
Maintain a well-organized filing system for all correspondence and scanned documents.

Calendar Management & Scheduling Support:
Fully manage the client’s personal and business calendars across multiple Outlook accounts.
Schedule meetings, site visits, and appointments, preventing overlaps and double bookings.
Integrate personal, family, and business commitments into a cohesive calendar.
Provide daily and weekly summaries of upcoming events.
Protect focus time and assist in planning proactive, structured days.

Research:
Conduct online research related to equipment, technology tools, vendors, and market trends across the construction, trucking, and hospitality industries.
Compile research summaries or reports to support decision-making.
Use AI tools like ChatGPT or other platforms to draft outlines, summaries, or product comparisons.

SOP/Playbook Creation & Documentation:
Create and organize Standard Operating Procedures (SOPs) using tools like Scribe.
Build an internal operations playbook to capture repeatable tasks and workflows.
Document new systems, procedures, and lessons learned to streamline onboarding and business scaling.
Project Management & Content Coordination:
Track deliverables and milestones using Trello or similar project management tools.
Maintain up-to-date task boards, ensuring accountability and deadlines are met.
Assist in coordinating internal and external projects, providing progress updates and reminders.

CRM Management:
Support setup and basic management of the Fishbowl CRM (restaurant business) or equivalent system.
Ensure customer and contact data are accurate, up to date, and organized.
Track leads and follow-ups across email, phone, and text, ensuring timely engagement with both warm and cold leads.
Maintain communication logs and coordinate with the client for approvals and responses.
Assist in testing or implementing new CRM tools as the business expands into additional systems.

Lead Follow-Up:
Own “speed-to-lead” across phone, email, and text, acknowledging all inquiries promptly during business hours.
Handle warm and cold leads, qualifying needs and next steps.
Route construction inquiries to Estimating and coordinate required details or files.
Book appointments/intro calls and follow up via calls, emails, or texts, maintaining a consistent cadence.
Log and track all touchpoints in the CRM/spreadsheet, flagging hot opportunities.
Produce a weekly lead report detailing volume, response times, appointments booked, and next actions.

Social Media Management:
Support the social media presence for the restaurant/bar and construction businesses.
Schedule and publish posts on Facebook, Instagram, LinkedIn, and X following established cadences.
Draft captions, create simple graphics via Canva, and assist in maintaining engagement with followers.
Suggest strategies for consistency, visibility, and audience engagement.

Customer Service:
Monitor customer communications via email, calls, and messages, ensuring timely responses.
Track, log, and escalate complaints or concerns for resolution.
Maintain a professional, empathetic, and solutions-oriented tone in all interactions.

Finance Support:
Assist with administrative finance functions within QuickBooks for the trucking business.
Upload scanned invoices, receipts, and financial documents to designated folders.
Maintain accurate digital records to support the accountant’s reporting process.
Track due dates for payments and reconcile vendor communications where applicable.
Generate simple expense or billing reports when needed.

Vendor Management:
Coordinate with vendors to ensure timely delivery of orders and resolve procurement or delivery issues.
Maintain and organize vendor contact lists and related correspondence.
Track open orders and reconcile delivery or payment discrepancies.
Support the client in fostering strong relationships with reliable vendors and service providers.

Personal Assistance:
Handle personal scheduling, travel coordination, and family-related tasks.
Manage dinner reservations, appointments, and driver schedules.
Conduct personal research and assist with miscellaneous administrative tasks to lighten the client’s load.


Key Performance Indicators:

30-Day Mark:
Full onboarding to the client’s systems, style, and business processes.

Email and calendar setup are complete, with established daily/weekly check-ins.
Basic organizational structure for email, tasks, and digital records is established.
Initial documentation of SOPs and basic workflows has begun.
60-Day Mark:
100% ownership of the client’s inboxes and calendars, managing, securing, and gatekeeping their time.
Implement and maintain email filing and tracking systems.
Conduct routine research, reporting, and manage social media cadence.
Maintain active Trello project boards to track tasks and deadlines.
Initiate and manage lead follow-up activities.
90-Day Mark:
Fully embedded in client operations (email, calendar, admin) and running smoothly.
Serving as the primary point of coordination for staff and vendors, including relaying information to keep staff on track.
Managing QuickBooks uploads and maintaining all financial administrative records.
Acting proactively, anticipating needs, and independently managing all lead follow-ups across all channels.

Qualifications:

3-5+years as a Virtual Assistant, Executive/Administrative Assistant, or in a similar support role, preferably in a remote setup.
Excellent written and verbal English communication skills.
Experience in customer-facing roles (email, SMS, and phone-based communication), with a strong background in lead follow-up, client inquiries, and issue resolution.
Proficient in managing multiple email inboxes and calendars using MS Outlook and Google Workspace (Gmail, Calendar, Drive) for efficient communication, scheduling, and document management.
Experience with CRM systems (HubSpot, GoHighLevel, etc.); experience or familiarity with FishBowl CRM is a plus but not required.
Strong project management and organizational skills, with experience using Trello and similar tools to plan, prioritize, and track multiple ongoing tasks, deadlines, and deliverables.
Experience with or knowledge of QuickBooks for finance tracking, invoice uploads, and expense management.
Skilled in documentation and SOP creation using Scribe or similar tools.
Experience managing social media platforms (Facebook, Instagram, LinkedIn, X), including content creation, audience engagement, and using design tools like Canva.
Highly organized, detail-oriented, and dependable, with the ability to maintain confidentiality.
Tech-savvy and quick to learn new tools or systems.
Proactive “A-player” mindset — anticipates needs, solves problems independently, and seeks efficiency.

You’re a Great Fit If You:

Thrive in fast-paced, multi-business environments and enjoy managing diverse priorities.
Are proactive and self-starting — you anticipate needs before being asked.
Communicate clearly and confidently across teams and with leadership.
Take ownership of systems and processes, improving them as you go.
Are detail-oriented and organized, with a passion for efficiency and excellence.
Value professionalism, discretion, and reliability above all else.
Are excited to grow with a driven, entrepreneurial client and make a lasting impact.

Time Commitment:

Full-time position with remote work setup
8:00 AM - 5:00 PM EST Monday - Friday

What You’ll Get:

Competitive base salary
13th Month Pay
Performance-based incentives
100% Remote work setup
Opportunity to work with a high-growth team and industry leader

Our Hiring Process:

Shortlisted candidates will be contacted within 3–5 business days.
Interview with the Recruiter
Interview with the Hiring Manager
Job Offer