[Hiring] Executive/Admin VA: Operations Assistant @VA Desk

Role Description

We are seeking a highly organized, proactive, and dependable Executive Assistant to support the owner of a growing restaurant group. This role is ideal for someone who enjoys bringing structure to fast-moving businesses, improving operational processes, and helping executives stay organized. Beyond traditional administrative support, you will serve as a trusted operational partner who helps coordinate communications, streamline workflows, and build the systems that support continued business growth.

As the business expands, this position offers the opportunity to grow into broader operational and project management responsibilities.

Key Responsibilities

• Executive & Administrative Support
  • Manage executive email communications and inbox organization.
  • Coordinate calendars, meetings, appointments, and scheduling.
  • Track action items, priorities, and follow-up tasks.
  • Prepare business documents, reports, and correspondence.
  • Organize digital files and business documentation.
  • Handle confidential information with professionalism and discretion.
  • Support daily administrative operations across the business.
• Operations & Process Management
  • Create and maintain operational trackers and reporting tools.
  • Coordinate equipment maintenance requests and vendor scheduling.
  • Track service calls, maintenance activities, and follow-up actions.
  • Assist in documenting operational procedures and workflows.
  • Create and maintain Standard Operating Procedures (SOPs).
  • Identify opportunities to improve administrative efficiency and business processes.
• Administrative Coordination & Records Management
  • Maintain organized business records and documentation.
  • Monitor recurring administrative tasks and deadlines.
  • Update internal records and operational files.
  • Assist with document preparation and recordkeeping.
  • Support operational reporting and administrative projects.
• Communication & Coordination
  • Respond to routine emails and inquiries professionally.
  • Coordinate with vendors, suppliers, contractors, and team members.
  • Follow up on outstanding requests and ongoing projects.
  • Assist with internal communication and information sharing.
  • Help ensure tasks are completed on schedule through proactive coordination.
• Future Growth & Operational Support
  • As the business grows, responsibilities may expand to include:
    • Project coordination.
    • Sales and marketing administrative support.
    • Financial administration assistance.
    • Multi-location operational coordination.
    • Additional executive support and special projects.

Qualifications

• Previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant.
• Excellent written and verbal English communication skills.
• Strong organizational and time management abilities.
• High attention to detail and accuracy.
• Ability to manage multiple priorities simultaneously.
• Strong problem-solving and critical thinking skills.
• Ability to work independently with minimal supervision.
• Professional, reliable, and highly organized.
• Comfortable supporting a fast-paced and growing business.

Technical Skills

• Required:
  • Google Workspace
  • Microsoft Office
  • Google Calendar or Outlook Calendar
  • Email management
  • Spreadsheet management (Google Sheets or Excel)
  • File organization and cloud storage (Google Drive or similar)
• Strong Advantage:
  • Project management platforms (ClickUp, Asana, Trello, Monday.com, or similar)
  • SOP documentation
  • CRM software
  • Restaurant or hospitality management systems
  • Canva
  • DocuSign
  • AI productivity tools (e.g., ChatGPT)
• Nice-to-Have:
  • Experience supporting hospitality or restaurant businesses.
  • Vendor and contractor coordination experience.
  • Project coordination or operations support experience.
  • Process improvement and workflow documentation.
  • Basic bookkeeping or financial administration knowledge.
  • Experience supporting growing small businesses or multi-location operations.
  • Interest in business operations and organizational development.

Work Ethic & Behavioral Expectations

• Highly organized and dependable.
• Proactive and solutions-oriented.
• Detail-oriented with excellent follow-through.
• Professional and trustworthy when handling confidential information.
• Comfortable taking initiative without waiting for instruction.
• Adaptable to changing priorities in a growing business.
• Strong communicator who builds positive working relationships.
• Process-driven and committed to continuous improvement.
• Takes ownership of responsibilities and consistently delivers high-quality work.

Success Metrics

• First 30 Days:
  • Become familiar with the executive's priorities, communication style, and business operations.
  • Successfully organize email, calendars, and administrative workflows.
  • Begin managing recurring administrative responsibilities independently.
  • Establish organized systems for tracking priorities and follow-ups.
• Within 90 Days:
  • Independently manage routine executive support and administrative coordination.
  • Maintain operational trackers and vendor communications with minimal supervision.
  • Document and improve recurring workflows through SOPs.
  • Demonstrate measurable improvements in organization and administrative efficiency.
• Ongoing Success:
  • Maintain organized administrative systems that support daily operations.
  • Ensure timely communication with vendors, suppliers, and internal stakeholders.
  • Continuously improve business processes and operational workflows.
  • Reduce administrative burden for the executive, allowing greater focus on leadership and business growth.
  • Grow into a trusted operational partner by taking on increasingly strategic responsibilities as the restaurant group expands.

Offer

• Part-time to start, performance-based transition to full-time after 3 months.
• Schedule: 8:00am - 12:00pm Eastern Time (Monday-Friday).