TBVA

Full-Time Executive and Operations Assistant

Please login or register as jobseeker to apply for this job.

: TYPE OF WORK

Full Time

: WAGE / SALARY

$10 per hour

: HOURS PER WEEK

40

: DATE UPDATED

Jun 20, 2026

JOB OVERVIEW

===========================================

NOW HIRING * FULL-TIME - 40 Hours per Week * REMOTE * MON-FRI 9am - 5pm CT

EXECUTIVE & OPERATIONS ASSISTANT

(Executive Virtual Assistant / Operations Coordinator)

===========================================

Supports both business and personal operations.

Schedule: Full-time, 40 hrs/week, Mon-Fri, 9:00 AM-5:00 PM US Central

Rate: $10/hour

Location: Fully remote

-------------------------------------------

ABOUT THE ROLE

-------------------------------------------

I run operations for several companies at once, as a Chief of Staff and fractional COO, alongside my own agency and my household. I need one highly organized, deeply tech-savvy right hand to keep all of it moving so nothing slips.

You will keep my inboxes, systems, time tracking, invoicing, and day-to-day coordination running cleanly across multiple clients, industries, and tools, and you will support the business and personal sides of my world. This is for someone experienced who does not need training on the basics, learns new tools quickly, and takes full ownership. If you say you will do it, it is done, and I should not have to follow up.

-------------------------------------------

WHO YOU ARE

-------------------------------------------

* 3+ years in a fast-paced virtual EA or operations role supporting multiple clients or departments at once

* Natively tech-savvy. You learn new tools fast and don't ask how to do something you could figure out on your own

* Comfortable using AI tools like Claude and ChatGPT to work faster and smarter

* Highly organized and highly accurate. Nothing falls through the cracks on your watch

* Proactive. You see what's coming and handle it before being asked

* A clear, professional, on-time communicator

* Comfortable with numbers and basic financial tracking (labeling transactions, simple invoicing)

* Discreet and trustworthy with sensitive business, financial, and personal information

* You take ownership and follow through without reminders or daily training

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TOOLS YOU'LL WORK IN

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Google Workspace / Gmail, Outlook 365, Microsoft Teams, Slack, Quo, Copper CRM, ClickUp, Asana, ---------- , Zoho, Harvest, QuickBooks Online, Zoom, Canva, FamilyWall, Quicken LifeHub, Instacart, Amazon, WhatsApp, Facebook Messenger, Facebook / Instagram / LinkedIn, Claude, ChatGPT

You won't need every one on day one, but you should be fluent in this category of tools and quick to pick up new ones.

-------------------------------------------

DAILY RESPONSIBILITIES

-------------------------------------------

INBOX & COMMUNICATION

* Triage and manage 6+ inboxes (Google Workspace, Gmail, Outlook 365) to inbox zero daily

* Draft and send routine responses, follow-ups, and confirmations on my behalf

* Monitor Slack and Microsoft Teams; respond to routine messages, flag urgent items

* Monitor business phone/text (Quo) and WhatsApp / Messenger as directed

* Keep every account clean with labels and folders; unsubscribe from spam

PROJECT & TASK MANAGEMENT

* Update task statuses daily across Copper, ClickUp, Asana, ---------- , and Zoho

* Create, assign, and close tasks based on email and meetings

* Make sure no action item slips through across any client

* Send weekly task summaries and action-item recaps as directed

MEETINGS, AGENDAS & FOLLOW-UP

* Prepare an agenda for every meeting on my calendar before it takes place

* After each meeting, turn the transcript into clear, actionable tasks

* Add resulting team tasks into ---------- with owners and due dates

* Send post-meeting recaps with action items organized by owner

* Follow up so the team stays on top of their tasks and nothing stalls

TIME TRACKING

* Record my billable hours daily across all clients in Harvest

* Make sure VAs and subcontractors log time correctly; follow up on gaps

* Pull weekly utilization/billing reports; flag discrepancies before invoicing

SCHEDULING & CALENDAR

* Schedule calls, meetings, Zoom sessions, and appointments across time zones

* Manage my calendars; maintain calendar hygiene and recurring meetings

* Book travel and coordinate availability across clients, vendors, and partners

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WEEKLY & MONTHLY RESPONSIBILITIES

-------------------------------------------

INVOICING & BILLING

* Prepare monthly invoices in Harvest and QuickBooks as applicable

* Track outstanding retainers and payments; send reminders

* Review subcontractor invoices for accuracy before submission

* Maintain an invoice/payment tracker. Every client invoiced on time, every month, no exceptions

FINANCIAL TRACKING & PAYROLL

* Categorize and label transactions in QuickBooks Online

* Flag any transactions you're unsure about for my review

* Process payroll through our payroll portal (review and submit)

* Track grant budgets and keep expense documentation organized

* Support expense and reimbursement tracking

TEAM COORDINATION

* Check in daily via Slack and ---------- ; track progress and completion

* Escalate blockers and flag incomplete tasks to me

* Support onboarding and offboarding of tea ---------- mbers (accounts, access, docs)

* Review and approve routine timesheets as authorized

-------------------------------------------

BUSINESS & PERSONAL SUPPORT

-------------------------------------------

This role spans both my business and my personal world. You'll move comfortably between the two.

* Business compliance: track licenses, state filings, domains, and deadlines across multiple entities

* Light legal case tracking and coordination

* Household coordination: manage vendors, order supplies and household items

* Family calendar upkeep and scheduling

* Appointment scheduling for the family

* Meal planning and grocery orders

* Vehicle compliance: registration, inspection, and insurance dates

* Document organization: tax docs, contracts, and policies

* General family/personal support and budgeting

-------------------------------------------

AS-NEEDED RESPONSIBILITIES

-------------------------------------------

* Draft SOPs, playbooks, onboarding documents, and meeting agendas

* Handle new client onboarding logistics (email setup, folders, system access)

* Make outbound calls to vendors, clients, and service providers

* Coordinate travel logistics and itineraries

* Light digital marketing: email drafts, newsletter coordination, simple Canva graphics, social scheduling

* Assist with Google Workspace / Microsoft 365 admin and manage shared logins

* Research vendors, services, pricing, and other info as directed

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THIS ROLE IS PROBABLY NOT FOR YOU IF

-------------------------------------------

* You need detailed instructions for every task

* You go quiet when you're stuck instead of solving it or flagging it

* You've only ever supported one person or company and a multi-client load feels overwhelming

* Basic financial tracking or following a simple, repeatable process makes you nervous

* You're not comfortable moving between business and personal/household support

-------------------------------------------

SCHEDULE & COMPENSATION

-------------------------------------------

40 hrs/week * Mon-Fri * 9:00 AM-5:00 PM US Central * $10/hour * Fully remote

-------------------------------------------

HOW TO APPLY

-------------------------------------------

Apply here: tbva-hiring-c23c2b71.viktor.space/apply

To show you read carefully, begin your application with the word FRISCO.

Applications sent to my inbox will be declined.

===========================================

Delete the old post and paste this one fresh rather than editing in place, that's what clears the question-mark characters. Want a shorter cut of this too? Long posts on OnlineJobs.ph sometimes lose people before they reach the apply link, and a leaner version can pull stronger applicants.

SKILL REQUIREMENT

Project Management Problem Solving Executive Assistance

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TBVA

Full-Time Executive and Operations Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

WAGE / SALARY

HOURS PER WEEK

DATE UPDATED

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