Virtual Administrative & Operations Assistant (US-Only)

What This Role Is Really About We’re a small but mighty back-office agency that helps business owners bring clarity and structure to a lot of moving ideas through U.S.-based virtual assistant pairings, recruiting, and strategic integration. We’re at the beginning of a growth tipping point where the founder can’t (and shouldn’t) handle everything anymore. This role exists to fill the gaps between the founder’s strengths and blind spots, making sure important details, follow-ups, and processes don’t get lost in the shuffle. An equally critical part of this role is helping stabilize and elevate the client experience as we grow — tightening up onboarding, communication, and ongoing support so our clients feel cared for, informed, and confident as we scale. Growth matters, but not at the expense of the people paying the bills. What You’ll Do Day-to-Day • Coordinate onboarding for new client accounts so clients and virtual assistants start strong • Set up projects, hours, and support plans to ensure clear expectations from the beginning • Schedule and support onboarding calls between clients, assistants, and our internal team • Prepare invoices related to onboarding or additional support hours • Review weekly usage and prepare client-facing reports so clients understand how their support hours are being used • Check in regularly with virtual assistants to understand workload, challenges, and opportunities for growth • Support scheduled client check-ins to confirm satisfaction and identify additional ways we can help • Assist with offboarding steps when a client relationship ends to ensure a clean transition • Manage job postings and applicant flow for our virtual assistant roles • Review applications and questionnaires to identify strong candidates • Conduct initial interviews and recommend candidates for next steps • Maintain candidate profiles and support onboarding for new assistants • Support recruiting projects for clients by coordinating job postings, interviews, and candidate materials • Assist with expense categorization and bookkeeping data entry • Review time reports and support contractor payment preparation • Help monitor cash flow and flag upcoming expenses or action items • Prepare weekly and monthly operational reports for internal meetings • Support quarterly planning and goal-setting discussions with accurate data and insights Who You’ll Work With • You’ll report directly to theFounder & CEO • You’ll collaborate closely with virtual assistants, recruiting candidates, and clients • You’ll work alongside internal partners supporting hiring, onboarding, and operations This Role Is For You If: • You enjoy figuring out how to bring order to the mess without overcomplicating things • You naturally balance big-picture thinking with attention to detail • You’re proactive because you take the time to understand goals, clients, and how everything connects • You’re strong at follow-through and don’t rely on others to remind you what needs to happen next • You’re comfortable speaking up and offering thoughtful pushback when something doesn’t align or could be improved • You adapt your communication style depending on who you’re speaking with and know when a simple update can prevent confusion • You genuinely enjoy being in a support role and find satisfaction in helping teams and clients succeed This Role Is Not For You If: • You don’t enjoy untangling messy situations or figuring things out as you go • Your version of organization tends to be rigid or overly complicated • You struggle with follow-up or keeping processes moving forward • You prefer to stay quiet rather than share ideas or concerns • You need constant direction before taking action • You’re more interested in leading from the front than being a strong, reliable support partner Position Details • 1099 Contractor Role • Starting 5 hours per week with potential to grow within 6 months to more hours • Fully remote • Must be US-Based (or a US citizen living abroad and available to work US business hours) • This position will likely start mid-to-late February • You must have previous experience working with service-based B2B Businesses Job Type: Part-time Pay: $24.00 - $29.00 per hour Expected hours: 5 – 10 per week Work Location: Remote Apply tot his job