Executive & Operations Virtual Assistant

Full-Time Remote — 40 Hours/Week
Long-Term Opportunity | New York City-Based Business
Compensation: $1,100–$1,400 USD/month depending on experience and ability

ABOUT THE ROLE

DM Plaza is looking for a highly organized, reliable, and proactive Executive & Operations Virtual Assistant to support ownership across multiple businesses operating from a commercial property in New York City.

Our businesses span food, retail, events, and healthcare.

Your job is to help keep the operation organized behind the scenes: projects moving, communication clear, information accurate, follow-ups completed, files organized, and important deadlines visible.

This is not a role where you wait for someone to assign you individual tasks throughout the day.

We are looking for someone who can receive a goal or request, organize the work around it, identify missing information, follow up with the appropriate people, and help move it toward completion.

You will work closely with ownership and gradually take responsibility for increasingly important operational processes.

CORE RESPONSIBILITIES

1. Executive & Operational Support

• Maintain project trackers, task lists, deadlines, and follow-ups
• Turn meetings, messages, voice notes, and instructions into clear action items
• Coordinate schedules, meetings, reminders, and recurring responsibilities
• Draft professional email s, messages, and vendor communications
• Conduct research and present findings clearly\
• Follow up with vendors, contractors, managers, candidates, and other stakeholders
• Identify stalled work or approaching deadlines and flag them before they become problems
• Prepare concise status updates showing what is complete, outstanding, blocked, or requires a decision

COMMUNICATION AND ACCOUNTABILITY

Consistent communication is a major part of this role.

You will be expected to:

• Communicate when assigned work is received
• Provide updates on longer-running work
• Clearly flag blockers or missing information
• Ask useful questions when necessary
• Confirm completion of important tasks
• Keep project systems updated rather than relying on memory
• Escalate problems early rather than waiting until a deadline is missed

We value reliability and visibility. Ownership should not have to chase you to understand the status of your work.

FILE, DATA & SYSTEMS ORGANIZATION

Organize Google Drive folders, documents, contracts, proposals, and digital assets

• Maintain spreadsheets and operational databases
• Keep records accurate and updated
• Create clear filing, naming, and documentation systems
• Maintain checklists and recurring processes
• Help document SOPs
• Work comfortably with structured text and Markdown

RECRUITING COORDINATION

• Post and maintain job openings
• Organize applications
• Maintain applicant tracking
• Coordinate interviews
• Communicate with candidates
• Track interview status, feedback, and follow-ups
• Keep hiring pipelines organized and current

CONTENT & CANVA SUPPORT

• Create and modify clean Canva graphics using existing brand direction
• Resize and adapt designs for different formats
• Organize photos, videos, and other media assets
• Upload and organize website and social content
• Make basic content updates when needed

You do not need to be a professional graphic designer, but you should be comfortable producing clean, professional work in Canva.

DIGITAL TOOLS & TESTING

• Use and test internal tools built with platforms such as Glide
• Test workflows, forms, pages, links, and user experiences
• Document bugs and problems clearly
• Perform basic website and backend administrative updates
• Work with tools such as Google Workspace, Vercel, Canva, and other business software
• Learn unfamiliar software quickly
• Programming or application development experience is not required.

AI TOOLS

• Comfort using modern AI tools such as ChatGPT, Claude, or similar systems is strongly preferred.

However, we do not want someone who simply copies AI-generated answers. Good AI use means:

• Giving the tool sufficient context
• Writing thoughtful prompts
• Checking its work
• Correcting mistakes
• Applying your own judgment
• Verifying important information
• Editing the output so it actually solves the problem

AI should improve your work — not replace thinking.

NOTE: Candidates may be assessed on their ability to use AI appropriately during the interview process.

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WHAT WE ARE LOOKING FOR

MUST HAVES:

• At least 1–2 years of experience supporting an executive, business owner, or senior leader in an Executive Assistant, Operations Assistant, or similar role
• Excellent organizational ability
• Strong written and spoken English
• Very strong attention to detail
• Consistent and proactive communication
• Reliable and responsive during agreed working hours
• Able to work independently
• Comfortable managing multiple projects simultaneously
• Strong follow-through
• Naturally comfortable using checklists, trackers, and systems
• Able to learn unfamiliar software quickly
• Good judgment about when to solve something independently and when to escalate
• Comfortable receiving instructions through messages, meetings, voice notes, and recorded videos
• Stable computer and internet connection

THE TYPE OF PERSON WHO WOULD DO WELL HERE:

You will likely enjoy this position if you naturally think:

• “I should put that into the tracker.”
• “I haven't heard back from them, so I'll follow up.”
• “This deadline is approaching, so I should flag it.”
• “There is information missing here. Let me figure out what we need.”
• “We do this repeatedly. We should make a checklist.”
• “Before I send this, let me verify that it's actually correct.”

You may not enjoy this position if you prefer receiving one isolated task at a time and waiting for additional instructions after completing it.

PREFFERED EXPERIENCE:

Experience with some of the following is useful:

• Operations coordination
• Project coordination
• Google Workspace
• Google Sheets
• Canva
• Glide as an end user or administrator
• Recruiting or applicant tracking
• Vendor coordination
• Website administration
• Social media or content organization
• AI productivity tools

You do not need experience with every tool.

Ability to learn, organize, communicate, and exercise good judgment matters more.

SCHEDULE

This is a full-time, 40-hour-per-week position.

You must consistently overlap with New York business hours.

We expect approximately 4–5 hours of daily overlap with Eastern Time, with the remaining hours potentially completed asynchronously depending on responsibilities.

Consistent communication during your scheduled working hours is required.

AVAILABILITY AND TIME OFF

At the beginning of each month, you will maintain an updated availability calendar covering approximately the next 30 days.

This should include:

• Planned time off
• Philippine holidays that affect your availability
• Appointments or commitments that affect working hours
• Other known schedule changes

Unexpected emergencies happen, but planned absences should be communicated as early as reasonably possible.

PERFORMANCE & MEASUREMENT

We believe good operations should be measurable.

The goal is not to monitor every minute you work. The goal is to make responsibilities and outcomes clear.

Depending on the responsibility, we may track things such as:

• Tasks completed on time
• Overdue work
• Follow-up completion
• Response and communication reliability
• Accuracy
• Project progress
• Recruiting pipeline activity
• Content output
• Documentation quality
• Errors and corrections
• Process improvements

You should be comfortable working in an environment where responsibilities have clear expectations and results are reviewed.

GROWTH OPPORTUNITY

This is intended to be a long-term position.

As you demonstrate reliability and good judgment, you can take ownership of increasingly important operational responsibilities.

The role may evolve substantially as DM Plaza grows.

COMPENSATION

$1,000–$1,300 USD per month, depending on experience, demonstrated ability, and assessment performance.

Exceptional candidates may be considered above this range.

HOW TO APPLY

Please submit:
1. Your resume
2. Your expected monthly compensation in USD
3. Your available working hours stated in New York Eastern Time
4. A short description of the most complex business, executive, or operational project you have helped organize
5. An example of a system, checklist, or process you personally created or improved
6. A 60–90 second video introduction explaining why you would be good at this role

QUESTION 1

You are maintaining a project tracker and notice that an important vendor deliverable is due in three days.

The vendor has not responded to the previous message, and the person internally responsible for the project has not followed up.

What would you do?

Please keep your answer under 150 words.

QUESTION 2
Tell us about one way you currently use AI to help you work.

Explain:

• What you use it for
• What information you normally give it
• How you determine whether its answer is actually good
• One example of a mistake or weak answer you have received from AI and how you corrected it

Please answer this yourself. We are interested in your judgment and working process, not a polished AI-generated response.

To confirm that you read the complete posting, begin your application with:

DM PLAZA — ORGANIZED