Virtual Executive Assistant, Operations, Marketing, Sales and Support Manager

Full Job Description

Virtual Executive Assistant, Operations, Marketing, Sales and Support Manager

Must have exceptional English speaking skills

Part-Time | $5 per hour - 20-30 Hours per week | 7 AM – 8 PM PST

Paid Holidays | Vacation | Bonus Opportunities | Merit Increases

This is a part time position that will become full time for the right person.

Are you the kind of person who takes pride in being the backbone of an organization—keeping operations tight, finances accurate, schedules aligned, and the CEO supported at the highest level? Do people describe you as proactive, resourceful, organized, and exceptionally dependable? If so, you may be the superstar we’re looking for.

We are seeking a top-tier Virtual Executive Assistant, Operations & Accounting Manager to support a CEO managing multiple fast-growing businesses across both B2B and B2C industries.

Job Responsibilities

Key Responsibilities

Executive Support & Operations

Manage the CEO’s calendar, inbox, tasks, and priorities

Oversee day-to-day operations across several companies

Build, maintain, and improve internal systems, SOPs, and workflows

Track KPIs, project progress, deadlines, and follow-ups

Coordinate with team members, vendors, and contractors

Customer Service & Sales Support

Handle client communication with exceptional professionalism

Support sales funnels, CRM updates, lead follow-ups, and pipeline management

Assist with marketing campaigns, scheduling, content coordination, and customer nurturing

Accounting, Finance & Administrative Duties

Manage invoicing, billing, and payment tracking

Reconcile accounts, receipts, and expense reports

Maintain accurate financial records across multiple businesses

Assist with payroll preparation and contractor payments

Organize financial documents and ensure consistent month-end organization

Provide weekly and monthly financial summaries for the CEO

Work with CPA or external bookkeeper as needed

Ensure financial accuracy, proper categorization, and timely recordkeeping

Personnel & Team Coordination

Assign tasks to team members and follow up on completion

Ensure accountability, deadlines, and quality control

Support onboarding, documentation, and team communication

Maintain a positive, supportive team environment

Technical & Organizational Mastery

Maintain meticulous document storage systems with fast access

Use project management, CRM, accounting, and productivity platforms proficiently

Assist with complex admin tasks, reports, spreadsheets, and digital tools

Stay several steps ahead—anticipating needs before being asked

Job Requirements

What We’re Looking For

An elite performer who is:

Highly detail-oriented and obsessed with accuracy

Extremely resourceful with a strong ability to solve problems independently

Strong in customer service and sales communication

Financially literate, with experience in bookkeeping or accounting tasks

A proactive self-starter who anticipates needs and stays ahead

A system builder who organizes information logically and efficiently

A master of task execution—fast, precise, reliable

Experienced with managing people and coordinating teams

Technically skilled across CRMs, accounting tools, productivity apps, and digital platforms

Positive, professional, and pleasant—someone who uplifts a team culture

Able to retain and recall large amounts of information with strong memory systems in place

Skills Required

• Admin Support - Expert
• Project Management - Expert
• Sales - Expert

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