Executive Operations and Business Support Virtual Assistant

🔥 14 hours ago

🏄 California – Remote

🏄 California – Remote

⏱ Part Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 25%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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20four7VA

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2010

💼 Consulting

📦 Logistics

📣 Marketing

Consulting • Logistics • Marketing

20four7VA is a dedicated virtual assistant services company that provides customizable remote staffing solutions for businesses of all sizes. They offer a wide range of virtual assistant services, including administrative, business support, marketing, and technical assistance, helping clients to achieve efficiency and reduce overhead costs. With a robust team of skilled VAs, 20four7VA ensures that clients can focus on growing their business while their various needs are met by qualified professionals.

📋 Description

• Manage the owner's calendar, coordinate meetings, prevent scheduling conflicts, and prepare the owner for appointments • Monitor and organize business email, draft routine responses, and track pending communications • Track tasks, commitments, deadlines, and promised follow-ups • Provide proactive reminders and concise updates • Maintain administrative records, files, meeting notes, and task trackers • Collaborate with the Operations Manager on recurring internal tasks • Maintain accurate and current CRM records • Track outreach activity, contacts, referral sources, next steps, and follow-up requirements • Research referral sources, community partners, senior-service organizations, healthcare contacts, and potential business relationships • Organize prospect, referral, and community-partner information • Support caregiver recruiting administration, candidate tracking, and follow-up • Maintain business records, spreadsheets, databases, and operational trackers • Identify incomplete records, overdue follow-ups, and administrative gaps • Conduct occasional outbound calls, emails, and follow-up communications • Represent the company and owner professionally with external contacts • Conduct information-gathering conversations and ask follow-up questions • Document conversations, outcomes, next steps, and follow-up dates • Escalate qualified opportunities, sensitive matters, clinical questions, complaints, and management issues • Prepare a concise weekly executive support summary for the owner and Operations Manager • Use approved AI and productivity tools for research, drafting, summarization, task organization, meeting preparation, and routine administrative work • Review AI-generated work for accuracy and appropriateness • Handle client, caregiver, employee, referral-partner, and business information discreetly • Follow privacy, cybersecurity, and data-handling procedures • Complete HIPAA training/certification before handling applicable protected or sensitive information • Avoid medical advice and clinical decisions; escalate privacy, compliance, or sensitive concerns • Complete assigned services according to the independent contractor agreement, timelines, guidelines, and deliverables • Help improve business efficiency, service delivery, and operational functions

🎯 Requirements

• Previous executive assistant, operations support, administrative coordination, or similar experience required • Mid-level to senior-level experience strongly preferred • CRM management experience preferred • Strong calendar, email, task-management, and follow-up experience • Customer service or professional business communication experience strongly preferred • Strong spoken and written English required • Home care, healthcare, senior services, professional services, or a similar industry is a plus but not required • Recruiting, referral-development, lead-management, or business-development support experience is a plus • Experience using AI tools for administrative productivity is preferred • HIPAA training/certification may be required • Extremely organized, dependable, and detail-oriented • Proactive and forward-thinking, with the ability to anticipate next steps • Professional, confident, and conversational on the phone • Able to ask thoughtful questions and understand the purpose behind an assignment • Able to prioritize competing responsibilities and identify what requires immediate attention • Strong written communication and documentation skills • Able to work effectively with both the owner and Operations Manager • Discreet and trustworthy with sensitive information • Comfortable learning new software, systems, processes, and AI-enabled productivity tools • Proficiency with CRM platforms • Proficiency with calendar and email platforms • Proficiency with Microsoft Office and/or Google Workspace • Familiarity with business phone / VoIP systems • Familiarity with task-management and productivity tools • Familiarity with AI productivity tools • Strong spoken and written English required • Flexible availability during Pacific Time business hours • Availability Monday through Friday • Independent contractor able to operate under a Master Services Agreement and Statement of Work

🏖️ Benefits

• Competitive rates • Weekly payments • Various open roles are available • Free training and upskilling • Constant support and guidance • A vibrant community always ready to support you • Flexible Pacific Time business hours • Client-specific home care and business systems training provided