Executive Assistant / Operations Virtual Assistant

Position Overview
We are looking for a highly organized, proactive, and dependable Executive Assistant / Operations Virtual Assistant to help take day-to-day workload off the owner’s plate. This role will be responsible for managing emails, responding to routine messages, handling follow-ups, assisting with estimates, and supporting small operational and administrative tasks so the owner can focus on growing the business.

This is a key support role for someone who is detail-oriented, communicates well, takes initiative, and can keep things organized without needing constant direction.

Key Responsibilities


Email and Inbox Management

Monitor and manage daily email communications

Sort emails by priority and identify what needs immediate attention

Respond to routine emails professionally and promptly

Draft replies for review when needed

Organize inboxes, folders, and labels to keep communication efficient

Flag important messages that require owner input

Follow up on unanswered emails and ongoing conversations

Administrative Support

Assist with scheduling, calendar coordination, and reminders

Organize documents, notes, and internal information

Enter and update information in spreadsheets, systems, or CRM tools

Track important tasks, deadlines, and follow-ups

Help maintain order across ongoing business activities

Estimates and Light Operational Support

Assist with preparing estimates or drafting them for approval

Gather job details and required information before estimates are sent

Follow up with leads, clients, or tea ---------- mbers regarding pending items

Help track open quotes, outstanding requests, and next actions

Support repeatable day-to-day tasks that help the business run smoothly

General Assistant Duties

Take small but important tasks off the owner’s hands

Help reduce distractions and protect the owner’s time

Assist with process organization and task coordination

Communicate clearly and professionally with clients, vendors, and tea ---------- mbers

Required Skills and Qualifications

Strong written and verbal English communication

Excellent organizational skills and attention to detail

Ability to manage multiple tasks and prioritize effectively

Professional and confident email communication

Comfortable handling confidential business information

Able to work independently and use good judgment

Reliable, consistent, and responsive

Experience with email management, admin support, or virtual assistance

Comfortable using common business tools such as Gmail, Google Workspace, spreadsheets, and task management systems

Preferred Qualifications

Experience supporting a business owner or executive

Experience drafting estimates, quotes, or customer follow-ups

Familiarity with operations, admin workflows, or customer service support

Ability to improve processes and suggest more efficient ways of working