Operations Virtual Assistant (Business Operations)

Full-Time | Flexible Schedule

We are a growing health and wellness company focused on supplements, education, content creation, marketing, and e-commerce. We work with manufacturers, agencies, partners, and customers around the world to build brands that improve lives.
We're looking for an exceptional Operations Virtual Assistant to join our growing team.
This isn't a typical virtual assistant role.
We're looking for someone who wants to become an essential part of our company—someone who enjoys solving problems, improving systems, and helping a fast-moving business operate efficiently.
If you're looking for repetitive administrative work where every day is the same, this position probably isn't for you.

What You'll Be Doing

As our Operations Virtual Assistant, you'll support multiple areas of the business, including operations, marketing, project coordination, and leadership support.

Your responsibilities may include:

Business Operations

• Coordinate projects and monitor deadlines
• Follow up with vendors, partners, and tea ---------- mbers
• Conduct online research
• Organize files, documents, and company resources
• Create and improve Standard Operating Procedures (SOPs)
• Prepare reports, presentations, and business documents
• Ensure projects continue moving without constant supervision

Administrative Support

• Manage calendars and scheduling
• Coordinate meetings across multiple time zones
• Prepare meeting notes and action items
• Draft professional email s and business communications
• Organize executive priorities and administrative tasks

Marketing Operations

• Coordinate podcast recordings and guest scheduling
• Track marketing projects and deliverables
• Organize creative assets
• Coordinate with designers, editors, and marketing agencies
• Support website updates, product launches, and social media initiatives

AI & Process Improvement

• Use AI tools such as ChatGPT, Claude, Gemini, or similar platforms
• Identify repetitive tasks that can be automated
• Recommend better workflows and systems
• Continuously improve team efficiency

Who We're Looking For

The right person is:

• Highly organized
• Proactive and resourceful
• Detail-oriented
• Reliable and accountable
• An excellent communicator
• Comfortable learning new software quickly
• Able to prioritize multiple projects
• Calm under pressure
• Someone who enjoys taking ownership instead of waiting for instructions

We appreciate people who naturally think:

"I've already taken care of it."

rather than

"What should I do next?"

Schedule & Availability

Our company works across multiple countries and time zones.

Because of this, flexibility is essential.

The ideal candidate is comfortable with:

• Working a flexible or mid-shift schedule
• Adjusting working hours based on business priorities
• Supporting U.S. Eastern Time operations when needed
• Occasionally working evenings, weekends, or holidays for important projects or deadlines
• Communicating proactively about availability

This is not a fixed 8:00 AM–5:00 PM role. Business needs may change, and we're looking for someone who is adaptable, dependable, and understands the pace of a growing international company.

Requirements

• Minimum 3 years of Virtual Assistant, Operations, or Project Coordination experience
• Excellent written and spoken English
• Strong organizational and time management skills
• High attention to detail
• Reliable high-speed internet connection
• Quiet and professional home office
• Comfortable working independently
• Strong problem-solving skills

Bonus Qualifications

Experience with any of the following is a plus:

• Google Workspace
• Microsoft Office
• Slack
• Zoom
• Notion
• Asana
• Trello
• Canva
• Shopify
• Figma
• Podcast production
• Social media management
• Marketing agencies
• E-commerce businesses
• AI tools (ChatGPT, Claude, Gemini, Perplexity)

What Success Looks Like

After a few months, you'll be someone the team can trust to:

• Keep projects organized and moving
• Follow up without being reminded
• Communicate proactively
• Solve problems independently
• Improve processes and systems
• Support leadership with minimal supervision

Our goal is to find someone who becomes a long-ter ---------- mber of the team and grows with the company.

What We Offer

• Opportunity for career growth
• Diverse and meaningful work
• Supportive and collaborative team
• Competitive compensation based on experience and performance

How to Apply

Please submit the following:

1. Your resume
2. A 2–3 minute Loom video introducing yourself
3. Tell us about the most challenging project you've managed and how you kept it on track.
4. What AI tools do you use regularly, and how have they improved your work?
5. Your internet speed (upload and download)

Attention to Detail Test

To show you've carefully read this job post, start your application with the phrase:

"Ready to build."