Part-Time Executive/Admin VA – Operations Assistant

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VA Desk

WebsiteLinkedInAll Job Openings

2 - 10 employees

Founded 2025

🤝 B2B

🎯 Recruiter

B2B • Recruitment

VA Desk is a provider of managed, dedicated virtual assistants for modern businesses. They supply AI-enabled virtual assistants who are guided and supported with systems, training, and technical resources to integrate into solo founders' workflows or team-based operations. VA Desk handles recruitment, onboarding, HR support (attendance monitoring, reliability tracking, payroll), and IT support for company-managed equipment, offering scalable, cost-efficient execution support and structured workforce systems for businesses seeking outsourced talent.

📋 Description

• Manage executive email communications, inbox organization, calendars, meetings, appointments, and daily priorities • Track action items, priorities, follow-up tasks, deadlines, and recurring administrative responsibilities • Prepare business documents, reports, correspondence, and operational documentation • Organize digital files, business records, administrative files, and cloud-stored information • Create and maintain operational trackers, reporting tools, workflows, and Standard Operating Procedures (SOPs) • Coordinate equipment maintenance requests, vendor scheduling, service calls, and resolution tracking • Communicate with vendors, suppliers, contractors, and internal team members • Respond to routine inquiries, follow up on outstanding requests, and coordinate scheduling • Support project coordination, operational initiatives, business documentation, and executive priorities • Identify opportunities to improve administrative efficiency and business processes • Support sales and marketing administration, financial administration, multi-location operations, and special projects as responsibilities expand • Maintain organized systems, improve workflows, reduce the executive's administrative burden, and support restaurant group growth

🎯 Requirements

• Previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant • Excellent written and verbal English communication skills • Ability to translate some emails from French to English and reply in English • Skilled in Generative AI prompting • Strong organizational and time management abilities • High attention to detail and accuracy • Ability to manage multiple priorities simultaneously • Strong problem-solving and critical thinking skills • Ability to work independently with minimal supervision • Professional, reliable, and highly organized • Comfortable supporting a fast-paced and growing business • Required: Google Workspace • Required: Microsoft Office • Required: Google Calendar or Outlook Calendar • Required: Email management • Required: Spreadsheet management using Google Sheets or Excel • Required: File organization and cloud storage such as Google Drive • Strong advantage: Project management platforms such as ClickUp, Asana, Trello, or Monday.com • Strong advantage: SOP documentation • Strong advantage: CRM software • Strong advantage: Restaurant or hospitality management systems • Strong advantage: Canva • Strong advantage: DocuSign • Strong advantage: AI productivity tools such as ChatGPT • Nice-to-have: Hospitality or restaurant business experience • Nice-to-have: Vendor and contractor coordination experience • Nice-to-have: Project coordination or operations support experience • Nice-to-have: Process improvement and workflow documentation • Nice-to-have: Basic bookkeeping or financial administration knowledge • Nice-to-have: Experience supporting growing small businesses or multi-location operations • Schedule availability from 8:00am to 12:00pm Eastern Time, Monday-Friday

🏖️ Benefits

• Part time to start, performance-based transition to full-time after 3 months • Remote work setup • Opportunity to grow into broader operational and project management responsibilities • Opportunity to take on increasingly strategic responsibilities as the restaurant group expands