Part-Time Virtual Executive & Administrative Assistant

I am looking for a highly organized, dependable, resourceful, and proactive Virtual Assistant to provide ongoing administrative and project-management support across several areas of my professional and personal life.

This is not simply a task-based data-entry position. I am looking for someone who can learn my systems, keep multiple projects moving at the same time, identify outstanding items, follow up when necessary, and help make sure things do not fall through the cracks.

The ideal candidate is someone who enjoys creating order, communicates clearly, pays close attention to details, and can take a project from an initial request through completion with minimal supervision.

Schedule & Compensation

Part-time: approximately 17 - 20 hours per week
Compensation: $600 USD/month
Flexible working hours for most tasks
Required weekly check-in every Tuesday at 6:30 AM U.S. Central Time

Most day-to-day communication will occur through WhatsApp
Reliable communication and timely responses during agreed working periods are essential

Primary Responsibilities

Project & Task Management

• Maintain organized lists/databases of active projects, deadlines, outstanding tasks, and next steps
• Track assignments from our weekly meetings and provide updates on progress
• Follow up on outstanding items without needing repeated reminders
• Help develop and maintain workflows, checklists, databases, and organizational systems
• Identify approaching deadlines, incomplete tasks, and items requiring my attention
• Keep projects moving from assignment through completion

Administrative Support

• Manage and organize documents, files, spreadsheets, and online records
• Assist with calendar coordination, appointments, reminders, and scheduling
• Draft and organize email s, correspondence, reports, and other documents
• Maintain accurate records and databases
• Assist with forms, applications, renewals, registrations, and administrative processes
• Coordinate with vendors, contractors, organizations, and other third parties when needed

Research & Vendor Coordination

• Conduct detailed online research and present findings in an organized, easy-to-review format
• Research vendors, contractors, professional services, products, programs, and other resources
• Contact businesses or vendors to obtain quotes, availability, requirements, or additional information
• Compare options and summarize recommendations
• Follow up with vendors and contractors until projects are completed

Professional & Business Organization

• Help maintain databases related to professional licenses, contractors, projects, deadlines, and business activities
• Track renewal dates and administrative requirements
• Assist with organization of multiple professional projects and business activities
• Maintain organized records so information can be located quickly when needed

Digital Organization & Systems

• Maintain and update Notion workspaces and databases
• Organize Google Drive files and shared documents
• Create and maintain spreadsheets and trackers
• Help improve existing systems when a more efficient process is identified
• Document processes so important workflows are not dependent on one person's memory

Basic Marketing & Digital Support

• Assist with Canva graphics and simple digital materials
• Help coordinate social media-related tasks and content organization
• Perform basic website/content updates when appropriate
• Coordinate with freelancers through platforms such as Fiverr
• Help manage projects involving designers, developers, contractors, or other freelancers

Tools You Should Be Comfortable Using—or Able to Learn Quickly

• Notion
• Google Drive, Docs, Sheets, Forms, Gmail, and Calendar
• Microsoft Word, Excel, and PowerPoint
• Canva
• WhatsApp
• Loom
• Fiverr and similar freelance/vendor platforms
• Social media platforms
• Apple Pages, Numbers, and Keynote
• AI tools such as ChatGPT for appropriate administrative support and research

You do not need to be an expert in every platform on day one, but you must be comfortable learning new technology independently.

What I Am Looking For

You will be a strong fit if you are:

• Extremely organized and detail-oriented
• Reliable and consistent
• Proactive rather than waiting for instructions for every next step
• Comfortable managing several unrelated projects simultaneously
• Able to prioritize tasks based on urgency and deadlines
• An excellent written communicator
• Comfortable asking questions when clarification is truly needed
• Equally comfortable researching and solving routine problems independently
• Able to provide concise, useful project updates
• Strong at follow-up and closing loops
• Able to recognize when something has stalled and take appropriate action
• Comfortable working independently
• Able to accept feedback and adjust quickly
• Interested in a stable, long-term working relationship

Confidentiality & Security

This position involves access to private professional and personal information. *Discretion, confidentiality, and responsible handling of sensitive information are mandatory.*

The successful candidate must be willing to:

• Sign a confidentiality/non-disclosure agreement
• Follow established procedures for passwords and sensitive information
• Use approved cloud-based systems rather than storing sensitive information locally whenever possible
• Maintain appropriate security on devices and accounts
• Return/delete confidential information and relinquish account access at the conclusion of employment

Most Important

I need someone who takes ownership.

If I assign a project, I should not have to remember every deadline or repeatedly ask whether it was completed. I value a VA who can say:

*"Here is what has been completed, here is what is still outstanding, here is what I am waiting on, and here is what happens next."*

If you enjoy being the person who keeps things organized and moving forward, I would love to hear from you.