[Hiring] AI-Enabled Operations & Business Support VA @VA Desk

Role Description

We are seeking a highly organized and proactive Virtual Assistant to support business operations, client coordination, marketing execution, and administrative workflows. This role is focused on execution, coordination, and operational support, with the use of modern AI tools to improve efficiency and productivity. You will play a key role in ensuring the business runs smoothly on a day-to-day basis while supporting the implementation of simple automation and workflow improvements.

Key Responsibilities

• Business Operations & Administrative Support
  • Manage inboxes, calendars, and scheduling
  • Coordinate meetings, agendas, and follow-ups
  • Maintain organization of files, SOPs, and internal documentation
  • Track tasks, deadlines, and deliverables using tools like Notion, Monday, or Asana
  • Support general day-to-day operational activities
• Project Coordination
  • Track project progress and updates
  • Ensure tasks are completed on time across teams
  • Follow up with stakeholders on action items
  • Maintain structured task boards and workflow visibility
  • Support documentation of processes and updates
• CRM & Sales Support
  • Update CRM systems with client and prospect data
  • Maintain pipeline accuracy and organization
  • Assist with lead tracking and follow-ups
  • Schedule sales calls and coordinate meetings
  • Support preparation of basic proposals and documents
• Marketing & Content Support
  • Schedule and manage social media content (LinkedIn focus)
  • Assist in drafting blog posts, newsletters, and email content
  • Proofread and format marketing materials
  • Create simple graphics using Canva
  • Support content consistency across platforms
• Client Communication & Support
  • Manage and organize client communications
  • Draft and send professional email responses using templates
  • Handle routine inquiries and coordination tasks
  • Support onboarding and client follow-ups
• Finance & Admin Support
  • Prepare and send invoices
  • Track payments and expenses
  • Organize receipts and financial documentation
  • Support basic reporting and administrative tracking
• AI Tools & Workflow Support (Light Automation Only)
  • Use AI tools (ChatGPT, etc.) to improve productivity and efficiency
  • Assist in implementing simple automation workflows using tools like Zapier or Make.com
  • Support optimization of repetitive tasks using existing templates and tools
  • Document processes and help improve workflow efficiency

Standards

• Required Skills & Experience
  • Strong organizational and communication skills
  • Experience in administrative or executive support roles
  • Familiarity with CRM and project management tools
  • Comfortable using AI tools
  • Basic understanding of automation tools is a plus
  • Ability to work independently and manage multiple tasks
• Preferred Experience
  • Experience supporting founders, executives, or fast-paced teams
  • Exposure to digital marketing or sales support
  • Familiarity with tools such as Notion, Google Workspace, or CRMs
  • Experience in remote work environments
• Preferred Tech Stack Familiarity (knowledge in any of these is a plus)
  • Google Workspace (Gmail, Sheets, Docs, Drive)
  • Microsoft Office (optional alternative familiarity)
  • Notion / Trello / Asana / Monday.com (task & project management tools)
  • GoHighLevel / HubSpot / similar CRM platforms
  • Basic pipeline management and data entry tools
  • Canva (basic design and content formatting)
  • Social media scheduling tools (e.g. Buffer, Later, Meta Business Suite)
  • WordPress or basic website CMS (for content updates if needed)
  • ChatGPT / Claude (content drafting, summarization, task support)
  • Basic familiarity with AI-assisted workflows
  • Zapier / Make.com (basic automation support and execution only)
  • Slack / Microsoft Teams
  • Zoom / Google Meet