[Hiring] Online Business Manager @VaVa Virtual Assistants

Role Description

We are looking for an experienced Online Business Manager who can step into a client's operation and build the infrastructure it needs to function without chaos. Your work centers on designing systems, establishing accountability, and ensuring that teams and projects move forward with consistency.

• Represent VaVa Virtual Assistants in a Positive and Professional Manner
• Model a high standard of professionalism that reflects well on both VaVa and the client's organization.
• Ensure all communication, whether with clients or their teams, upholds VaVa's values and expectations.
• Contribute meaningfully to VaVa's contractor culture as a senior-level voice within our online community.
• Take Ownership of Client Satisfaction
• Own client outcomes, not just tasks; your measure of success is whether the client's operation runs better because of your involvement.
• Develop a working understanding of each client's business well enough to surface needs they may not have identified themselves.
• Resolve operational challenges decisively and implement solutions that prevent the same issues from recurring.
• Proactively manage engagement hours with a strategic eye, identifying when scope shifts warrant a conversation about adjusting the service model.

Responsibilities

• Audit existing client workflows and identify gaps, redundancies, or bottlenecks that are limiting business efficiency.
• Design and implement operational systems, standard operating procedures, and repeatable processes that allow the business to run without the founder's constant involvement.
• Oversee project timelines, deliverables, and team accountability, ensuring milestones are met and progress is visible to all stakeholders.
• Manage and coordinate the client's internal team or contractors, providing direction, feedback, and structure where it is missing.
• Serve as the primary operational point of contact between the client and their team, external vendors, and service providers.
• Maintain and optimize tools across project management, communication, and automation platforms to support a more efficient operation.
• Handle sensitive business information, including operational data, financials, and personnel matters, with full confidentiality.
• Identify when projects are drifting off course and course-correct with minimal disruption to the client or their team.
• Gather and synthesize operational data to surface trends, flag risks, and support better decision-making by the client.
• Build and manage launch plans, campaign timelines, or program rollouts from initial planning through execution and debrief.
• Coordinate complex scheduling across multiple stakeholders, ensuring the client's time is protected and prioritized appropriately.
• Draft internal communications, team updates, process documentation, and client-facing materials as needed.
• Demonstrate flexibility as client needs shift, adjusting priorities and resources without losing momentum on ongoing work.
• Provide a clear, consistent operational picture to the client so they always understand where the business stands without having to dig for the information.
• Collaborate with fellow VaVa contractors when engagements benefit from additional or specialized support.

Qualifications

• Must reside and be authorized to work in the United States.
• At least 5 years of demonstrated experience in operations, project management, or business management, including experience managing people or systems rather than participating in them exclusively.
• At least 3 years of experience working full-time in a virtual or remote capacity.
• Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients.

Requirements

• Proficiency in Google Workspace and Microsoft Office, with the ability to build templates, reporting documents, and operational resources for client use.
• Confident and experienced use of Slack and Zoom in a team coordination and leadership capacity.
• Hands-on experience setting up, managing, and optimizing CRM tools across more than one platform; the ability to configure a system, not just operate within one.
• Hands-on experience building and managing workflows within project management platforms such as Asana, ClickUp, Notion, Monday.com, or Trello; preference for candidates who have migrated teams onto new systems.
• Demonstrated experience with automation tools such as Zapier or an equivalent, including building multi-step workflows that reduce manual effort.
• General AI literacy with demonstrated or developing ability to apply AI tools to business workflows, process documentation, or operational efficiency.
• Ability to produce and maintain SOPs, process maps, and operational documentation within digital tools.

Preferred

• Experience coordinating or overseeing virtual events or webinars at an operational level.
• Familiarity with data reporting tools or dashboards used to surface business performance insights.
• Exposure to financial tracking tools or basic budget management within a small business context.

Education

• A degree is not required. Candidates should demonstrate a track record of operational impact, not just task completion.
• Relevant certifications carry meaningful weight at this level, particularly in project management (PMP, CAPM), operations, or platform-specific credentials such as HubSpot, Asana, or ClickUp certifications.
• A commitment to ongoing learning and staying current with evolving tools is a baseline expectation.