Executive & Operations Virtual Assistant (Part-Time, Remote)

Figurella Massachusetts – Women's Wellness & Fitness
Remote
Must be available for at least 3–4 hours overlapping with US Eastern Time.

About Us

We are a growing women's wellness and fitness business operating four boutique locations in Massachusetts, USA.

We are looking for a highly organized, reliable, and proactive Executive & Operations Virtual Assistant to support our CEO with daily administrative responsibilities, staff scheduling, payroll preparation, and business coordination.

This is a long-term opportunity for someone who enjoys creating structure, solving problems, and helping a growing business operate smoothly.

Key Responsibilities

1. Payroll & HR Administration

• Collect, review, and organize employee timesheets.
• Track employee hours, attendance, paid time off, and absences.
• Prepare payroll information for management review and approval.
• Maintain organized employee records and onboarding documents.
• Follow up with managers on missing or incorrect information.

2. Staff Scheduling

• Help create and maintain weekly employee schedules across four locations.
• Coordinate vacation requests, shift changes, and coverage needs.
• Identify scheduling conflicts and communicate with managers.
• Ensure schedules are updated and communicated on time.

3. Business Administration

• Organize invoices, bills, subscriptions, and vendor communications.
• Track payment deadlines, renewals, and important administrative dates.
• Maintain accurate records, spreadsheets, and digital files.
• Assist with general bookkeeping organization and expense tracking.
• Help improve administrative processes and create simple checklists.

4. Executive & Personal Assistance

• Organize the CEO's calendar, meetings, appointments, and reminders.
• Help manage and prioritize email s and communications.
• Draft email s, documents, and reports.
• Assist with travel arrangements, research, and occasional personal administrative tasks.
• Turn ideas and instructions into clear, organized action lists.

5. Project Coordination & Follow-Up

• Track ongoing projects, deadlines, and assigned responsibilities.
• Follow up with team members to ensure tasks are completed.
• Maintain simple project trackers and status reports.
• Provide concise updates on completed tasks, pending items, and issues requiring attention.

Who We're Looking For

Required Qualifications

• Previous experience as a Virtual Assistant, Executive Assistant, or Administrative Assistant.
• Experience with US business administration, payroll preparation, or employee scheduling.
• Excellent written and spoken English.
• Strong organizational skills and exceptional attention to detail.
• Proficiency with Google Workspace, spreadsheets, and digital calendars.
• Comfortable learning new software and using AI tools such as ChatGPT.
• Reliable internet connection and a quiet workspace.
• Ability to handle confidential employee and business information professionally.

Personal Qualities That Matter Most

• Proactive: You identify what needs to be done without waiting for instructions.
• Accountable: You take ownership of responsibilities and follow through.
• Detail-oriented: You catch mistakes before they become problems.
• Resourceful: You enjoy finding solutions and improving processes.
• Organized: You can manage multiple priorities without losing track of details.
• Confident communicator: You are comfortable asking questions, providing updates, and following up with team members.

We value people who take initiative, communicate openly, and continuously look for ways to improve.