Role Overview
We are seeking a proactive, highly organized Executive Virtual Assistant / Operations Support VA Multi-Company (Logistics, Freight, Manufacturing) to support the owner of multiple businesses (manufacturing/export, trucking, and freight brokerage).
This role is ideal for someone who can take ownership of inbox + calendar control, reporting
support, meeting follow-ups, and internal task tracking, while also assisting with travel logistics and selective personal admin.
The ideal candidate is numbers-driven, understands what they're presenting (not just compiling
data), is comfortable with fast-paced environments, and can help introduce structure through
lightweight project/task management.
Key Responsibilities
1) Inbox & Calendar Management (High Priority)
● Organize and manage a busy inbox: triage, flag priorities, draft replies, and keep threads moving
● Ensure key items do not fall through the cracks
● Own calendar coordination: scheduling, rescheduling, confirmations, and meeting logistics
● Prepare the owner for the day/week by highlighting urgent priorities and deadlines
2) Travel + Personal Admin Support
● Book and manage travel arrangements (flights, hotels, itineraries, ground transport)
● Handle personal admin tasks as assigned to reduce the owner's workload
● Maintain travel checklists and ensure trip readiness (documents, confirmations, timing)
3) Reporting & Executive Prep (Numbers-Focused)
● Compile and deliver recurring reports needed daily/weekly/meeting-prep
● Track key metrics and summaries so the owner can review quickly before meetings
● Create clean, decision-ready reporting packs (clear formatting, insights, and context)
4) Meeting Support + Action Item Follow-Up
● Attend meetings early on (or review recordings) to learn the business and workflow
● Capture action items and decisions, then translate them into trackable tasks
● Drive follow-ups across the organization to ensure tasks are completed on time
● Provide pre-meeting status updates: what's done, what's pending, blockers, owners
5) Task Management System Ownership (Microsoft Teams / Planner)
● Implement and maintain a simple task-tracking workflow using Microsoft Teams Planner
● Assign tasks to team members after meetings and monitor completion
● Build basic templates/checklists for recurring meetings and reporting cycles
● Improve accountability and visibility without adding unnecessary complexity
6) CRM / Light Sales Support (Non-Calling)
● Assist with customer identification research (especially on the logistics side)
● Support basic CRM/task updates and potential mass email coordination (if needed)
● No cold calling or direct customer calling required for this role
7) Social Media Support (Light + Consistent)
● Support visibility primarily on LinkedIn (with optional Facebook/Instagram support)
● Turn owner-provided photos/notes into simple posts and publish consistently
● Maintain a basic posting calendar and keep the owner "present" online
● This is not highly creative strategy work — it's execution and consistency.
8) Trade Show Support (Optional – 2x/year)
● Open to occasional travel support for trade shows in Asia (e.g., Shanghai/Hong Kong)
● Potential in-person assistance 2 times per year (3–4 days each), if required and travel is covered
Required Qualifications (Must-Have)
3–5+ years experience supporting an executive (EA/Operations/Chief of Staff-style support ideal)Strong inbox + calendar management experience in a fast-paced environmentConfident with numbers, reporting, and Excel/Sheets, with the ability to understand what the data meansStrong task/project follow-up skills (able to push accountability tactfully)Highly organized, proactive, and comfortable working with limited structureExcellent written and spoken English (professional and clear)
Preferred / Nice-to-Have
QuickBooks experience (strong plus), especially QuickBooks Desktop; QB Online familiarity helpfulMicrosoft Teams + Planner experience (or similar task tools)Strong Excel skills (dashboards, pivots, summaries, clean reporting)Comfortable using AI tools to improve efficiency (summaries, drafting, formatting, reporting)LinkedIn posting experience (basic design/formatting; Canva is a plus)
Tools & Systems
Microsoft Teams + Planner (task management)QuickBooks Desktop (preferred) + QuickBooks Online (helpful)Excel / Google SheetsEmail + calendar systems (Microsoft 365 / Google Workspace as applicable)Canva (nice-to-have for basic social formatting)
What Success Looks Like (First 30–60 Days)
Inbox is under control: priorities flagged, responses handled, and follow-ups trackedMeetings produce clear action items with visible ownership and deadlines via Teams PlannerOwner receives reliable reporting before weekly meetings and key check-insTravel planning and personal admin are handled smoothly without last-minute stressLinkedIn posting becomes consistent using simple content provided by the owner
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM