Executive Assistant

Role Overview We’re looking for a proactive, highly organized Executive Assistant / Operations & Admin VA to support the founder with: Inbox & calendar management Admin and business operations projects (e.g., moving clients from card payments to ACH, policy implementation) Light operational support inside client accounts (e.g., filling out forms) SOP creation & process documentation Occasional personal assistant tasks (approx. 80% business, 20% personal) This is a full-time, long-term role for someone who loves bringing order to chaos, is comfortable in a healthcare/RCM environment, and wants to grow alongside the business. Key Responsibilities Executive & Administrative Support Manage a busy inbox: triage emails, organize by priority, flag items for the founder; draft and send responses based on guidance or previous patterns. Maintain the founder’s calendar: schedule and confirm internal and client meetings; manage time zones for U.S.-wide clients. Track follow-ups and ensure nothing falls through the cracks. Business Operations & Projects Lead operational tasks such as: supporting the transition of clients from QuickBooks payments to ACH; implementing and documenting payment policies; gathering information and organizing data for business decisions. Help implement and maintain basic project/task management (e.g., Asana or similar), once a tool is chosen. Create and maintain SOPs and process docs: sit in on team discussions around process; document workflows clearly in Google Docs/Sheets; keep documentation updated as things evolve. Client-Related Admin Support (Non-Clinical) Perform basic tasks inside client accounts, such as: filling out forms; updating basic information or documentation (non-clinical). Assist with contracts & proposals: use templates to prepare proposals and service agreements; update fields, fees, and client-specific details; coordinate sending via tools like DocuSign. Light Personal Assistant Support (Approx. 20%) Support the founder with occasional personal admin that overlaps with work-life (e.g., scheduling, simple research, reminders). Help the founder stay organized while balancing family and business priorities. Continuous Improvement Suggest ways to streamline workflows, improve organization, and reduce manual work. Bring ideas and best practices from past roles (especially startups/scale-ups). Be a thought partner on “how we can do this better,” not just “what needs to be done.” Must-Haves Experience: Minimum 3–4 years as an Executive Assistant, Admin VA, Operations VA, or similar role. Comfortable working with founders/owners in fast‑moving environments. Skills & Traits: Excellent written and spoken English. Highly organized, detail‑oriented, and reliable. Strong inbox and calendar management skills. Proven ability to prioritize, manage competing tasks, and follow through. Comfortable working with sensitive information and maintaining strict confidentiality. Able to self‑manage, work independently, and proactively ask for clarification when needed. Experience working with companies that don’t have fully built SOPs and helping create structure. Availability: Able to work full‑time (40 hours/week) aligned with Pacific Time (PST). Nice-to-Haves Nice-to-Haves Experience in healthcare, behavioral health, or medical billing/RCM. Familiarity with QuickBooks Online. Experience creating SOPs and process documentation from scratch. Background supporting service‑based or B2B companies. Familiarity with contract/proposal prep and tools like DocuSign. Exposure to real estate or willingness to support tasks in a secondary business in the future. Tools & Systems You’ll primarily work with: Google Workspace Gmail Google Calendar Google Drive, Docs, Sheets QuickBooks / QuickBooks Payments (viewing info, assisting with transitions; training provided) Video meeting tools, primarily Google Meet DocuSign or similar e‑signature tools Experience with Asana or other project management tools is a plus, but not required. $800 - $1,100 a month Schedule: Full-time, 40 hours/week Time Zone: Must be able to work PST hours (approx. 9:00 AM – 5:00 PM PT) Why Join Assist World? 100% REMOTE $50 birthdaybonus $200 testimonialbonus $300 tenurebonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM #J-18808-Ljbffr