Business Operations & Family Coordination Virtual Assistant

ROLE OVERVIEW

· We are seeking a highly organized, detail-oriented Operations & Family Coordination Virtual Assistant to provide professional and personal support.

· This role focuses on coordination, organization, scheduling, follow-ups, communication drafting, and task management.

· The assistant functions as an operational control layer—ensuring clarity, structure, and follow-through—while all decisions, finances, and sensitive matters remain with the principal.

TIME COMMITMENT

• 15 hours per week / 60 hours per month

• Flexible schedule with overlap during U.S. business hours

• Long-term role with potential to expand scope over time

CORE RESPONSIBILITIES

1. Business Operations Support

• Track tasks, deadlines, and follow-ups across multiple projects

• Maintain a centralized task and reminder system

• Follow up with third parties as instructed

• Organize documents and maintain shared folders

• Prepare weekly operational summaries

2. Email & Communication Support (Gmail + Outlook)

• Monitor designated inboxes and folders

• Categorize emails and identify action items

• Draft responses for review and approval

• Track open threads and follow-ups

• Prepare email digests

• Escalate urgent items

3. Scheduling & Calendar Management

• Manage business and personal calendars

• Schedule meetings and appointments

• Coordinate availability

• Send calendar invites and reminders

• Reschedule conflicts proactively

4. Family & Personal Administrative Support

• Coordinate personal scheduling and logistics

• Maintain family calendar and reminders

• Support household admin tasks

• Assist with research and coordination for errands

REQUIRED SKILLS

• Exceptional organization and follow-through

• Strong written English

• Experience as a VA, EA, or operations coordinator

• Ability to manage multiple workstreams

• Strong task prioritization

• Discretion and professionalism

• Familiarity with Gmail, Outlook, calendars, and task tools

SUCCESS IN THIS ROLE

• Fewer admin tasks for the principal

• Clear weekly visibility into priorities

• Reduced inbox and calendar friction

• Improved focus and personal bandwidth

TRIAL PERIOD

• 30-day trial period