Executive Assistant / Operations Assistant (Business + Personal)

Remote | $5-$8/hour to start | 20 hours/week initially | Core hours: 9:00 AM - 5:00 PM Pacific Time

I own a growing mobile detailing company in Oregon and am looking for a highly organized Executive Assistant / Operations Assistant to become my right-hand person.

This is not a sales position. I already have a Sales VA who handles leads, customer communication, and scheduling.

This role supports both my business and personal life. I am looking for someone who can help me stay organized, manage admin work, keep projects moving, research options, contact companies on my behalf, and make sure important things do not fall through the cracks.

Important: English Communication

Strong English is required.

You must be comfortable communicating clearly in written English and spoken English. This role may involve calling vendors, service providers, companies, offices, and other contacts on my behalf.

You do not need to do sales calls, but you should be comfortable making phone calls, asking questions, gathering information, confirming details, and reporting back clearly.

Responsibilities

Business Support

* Track weekly, monthly, and yearly KPIs
* Prepare business reports and scorecards
* Organize financial records and bookkeeping preparation
* Track expenses, subscriptions, and recurring bills
* Monitor budgets and spending
* Research vendors, software, and business opportunities
* Gather quotes and contact service providers
* Help manage projects and deadlines
* Build and maintain SOPs and documentation
* Organize Google Drive, Notion, and business systems
* Email triage and inbox management
* Follow up on open tasks and projects

Personal Support

* Calendar management
* Appointment scheduling
* Travel planning
* Gift research and purchasing
* Product research
* Managing reminders and personal tasks
* Processing returns and cancellations
* Contacting companies and service providers on my behalf
* Helping me stay organized and accountable

Proactivity Is Extremely Important

I am not looking for someone who only waits for tasks.

I am looking for someone who actively looks for ways to make my life and business run more smoothly.

Examples:

* Identifying problems before they become issues
* Following up on unfinished projects without being asked
* Noticing inefficiencies and suggesting improvements
* Helping me stay ahead of deadlines
* Looking for ways to save time or money
* Anticipating needs based on recurring patterns
* Taking ownership of projects and helping keep them moving

My ideal assistant thinks:

“What can I do to help before I’m asked?”

instead of:

“What task am I waiting for next?”

Who I’m Looking For

* Highly organized
* Strong written and spoken English
* Detail-oriented
* Reliable
* Resourceful
* Proactive
* Comfortable making phone calls
* Comfortable with technology
* Strong follow-through
* Trustworthy with personal and business information
* Able to turn messy ideas into clear action plans

Experience is helpful, but I care more about organization, communication, reliability, problem-solving, and ownership.

Hours & Availability

* 20 hours per week to start
* Opportunity for additional hours as the role grows
* Must be available during at least part of my business hours
* Preferred availability between 9:00 AM and 5:00 PM Pacific Time
* Long-term position for the right person

Compensation

* Starting pay: $5-$8/hour depending on experience and qualifications
* Performance reviews after 30, 60, and 90 days
* Opportunity for raises and increased responsibilities based on performance

What Success Looks Like

Within 90 days, I want to feel like:

* My inbox is organized
* My calendar is under control
* My projects are moving forward
* My KPIs are being tracked
* Important deadlines are not being missed
* My personal admin work is handled
* Vendors and companies are followed up with
* I spend less time managing details and more time growing the business

Application Questions

Please answer the following:

1. Tell me about yourself.
2. Tell me about your experience as an assistant.
3. How comfortable are you speaking English on phone calls?
4. What tools have you used? Google Workspace, Notion, spreadsheets, project management tools, etc.
5. Tell me about a time you improved a system or process.
6. Tell me about a time you solved a problem before your boss or client noticed it.
7. How would you help keep a busy business owner accountable?
8. Are you comfortable contacting vendors, service providers, and companies on behalf of a client?
9. What is your availability between 9:00 AM and 5:00 PM Pacific Time?
10. What is your desired hourly rate?

Final candidates may be invited to a virtual interview to discuss their experience, communication skills, problem-solving approach, and fit for the role.

To show that you read this entire posting, include the phrase:

“organized operator”

at the beginning of your application.