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Executive Assistant / Project Management VA (Part-Time)

Verified employer

Assist World · Agency or outsourcing partner

Salary not disclosed

Executive AssistantFull-time

Checked 8 hours ago · 2 min read

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About this role

  • We are seeking a highly organized, proactive, and detail-oriented Virtual Assistant to support a growing creative business owner across two ventures:
  • A premium lapel pin & accessories business
  • A small design agency
  • This role is ideal for someone who thrives in structured environments, enjoys bringing order to creative chaos, and can independently manage systems, communication, and admin operations.

Key Responsibilities

  • Project Management (CORE)
  • Manage and maintain workflows in monday.com
  • Create and update projects based on incoming emails (e.g., purchase orders)
  • Assign and track action items
  • Tag and communicate updates to the founder
  • Ensure all tasks are organized, updated, and completed
  • Provide weekly project updates/reporting

Inbox & Calendar Management

  • Monitor inbox and respond on behalf of the founder
  • Be CC’d into emails and proactively respond when needed
  • Manage calendar scheduling and confirmations
  • Ensure nothing slips through the cracks

Customer & Client Communication

  • Respond to website/customer queries via Shopify inbox/chat
  • Follow up with clients (especially wholesale orders needing nudges)
  • Maintain strong, professional communication tone

Admin & Operations Support

  • Assist with expense tracking using Google Sheets
  • Log and categorize expenses monthly
  • Help prepare financial data for accountant (light bookkeeping only)
  • Maintain organized systems across both businesses

General Support

  • Assist across both businesses as needed (pin business + design agency)
  • Help implement systems and improve workflows
  • Support scaling efforts through better organization

Requirements

  • Must-Have:
  • Experience with project management tools (Monday.com preferred)
  • Strong admin + organizational skills
  • Excellent written English (client-facing role)
  • Customer service experience
  • Ability to work independently and proactively
  • Comfortable working with Google Workspace (Sheets, Gmail, Calendar)
  • Nice-to-Have:
  • Light bookkeeping / expense tracking experience
  • Ecommerce experience (Shopify)
  • Experience supporting founders or small businesses

Why this listing is trusted

  • Employer verified. Assist World passed a manual review of its website, domain, and recruitment contact before any listing was published.
  • Agency or outsourcing partner. This company places candidates with client businesses rather than hiring for itself.
  • Applications go to jobs.lever.co. The apply button sends you to that domain, which is checked against the employer's own domain and our approved ATS list.
  • Link checked 8 hours ago. Application link confirmed active.
  • Source. Applicant tracking system.
  • No fees. We never ask you to pay to apply, and listings that request payment from applicants are removed.

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