Part-Time Executive/Admin VA – Operations Assistant

This is a fully remote position, open to applicants in Canada.

📋 Description

• Oversee executive email correspondence, manage inbox organization, scheduling of calendars, meetings, appointments, and daily tasks.

• Monitor action items, priorities, follow-up tasks, deadlines, and ongoing administrative duties.

• Draft business documents, reports, correspondence, and operational records.

• Systematize digital files, business records, administrative documents, and cloud-stored data.

• Develop and maintain operational trackers, reporting tools, workflows, and Standard Operating Procedures (SOPs).

• Facilitate requests for equipment maintenance, vendor scheduling, service calls, and tracking of resolutions.

• Engage with vendors, suppliers, contractors, and internal team members.

• Address routine inquiries, follow up on pending requests, and manage scheduling coordination.

• Assist in project coordination, operational initiatives, business documentation, and executive priorities.

• Recognize opportunities to enhance administrative efficiency and business processes.

• Aid in sales and marketing administration, financial operations, multi-location management, and special projects as responsibilities evolve.

• Maintain organized systems, streamline workflows, alleviate the executive's administrative load, and contribute to the growth of the restaurant group.

⛳️ Requirements

• Prior experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant.

• Exceptional written and verbal communication skills in English.

• Capability to translate certain emails from French to English and respond in English.

• Proficient in Generative AI prompting.

• Strong organizational and time management skills.

• High level of attention to detail and precision.

• Ability to juggle multiple priorities at once.

• Strong critical thinking and problem-solving abilities.

• Ability to work autonomously with minimal supervision.

• Professional, dependable, and highly organized.

• Comfortable supporting a fast-paced and expanding business environment.

• Required: Proficiency in Google Workspace.

• Required: Proficiency in Microsoft Office.

• Required: Experience with Google Calendar or Outlook Calendar.

• Required: Email management expertise.

• Required: Spreadsheet management skills using Google Sheets or Excel.

• Required: File organization and cloud storage experience with tools like Google Drive.

• Strong advantage: Familiarity with project management platforms such as ClickUp, Asana, Trello, or Monday.com.

• Strong advantage: Experience with SOP documentation.

• Strong advantage: Knowledge of CRM software.

• Strong advantage: Familiarity with restaurant or hospitality management systems.

• Strong advantage: Proficient in Canva.

• Strong advantage: Experience with DocuSign.

• Strong advantage: Knowledge of AI productivity tools such as ChatGPT.

• Nice-to-have: Background in hospitality or restaurant business.

• Nice-to-have: Experience in vendor and contractor coordination.

• Nice-to-have: Background in project coordination or operations support.

• Nice-to-have: Experience with process improvement and workflow documentation.

• Nice-to-have: Basic knowledge of bookkeeping or financial administration.

• Nice-to-have: Experience assisting growing small businesses or multi-location operations.

• Availability to work from 8:00am to 12:00pm Eastern Time, Monday through Friday.

🏝️ Benefits

• Part-time position initially, with a performance-based transition to full-time after 3 months.

• Flexible remote work arrangement.

• Opportunity to expand into broader operational and project management roles.

• Possibility to take on more strategic responsibilities as the restaurant group grows.