About the role
Client Overview:
Kristina owns a catering company and she is looking for an awesome unicorn who can help her with inbox, calendar, and other administrative tasks.
Client Requirements:
Must be able to work 40 hours weekly
Must be able to work 9am to 5pm Eastern Time (US)
Must have strong English communication skills (written and verbal)
Must be highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
Must be discreet and professional with both business and personal details
Must have strong follow-through
Must be comfortable using AI tools in your day-to-day work
Responsibilities/Tasks:
Must-Have Experience (Responsibilities You Must Be Proficient In):
These are the tasks the VA needs to handle independently and confidently from day one:
Executive Assistance (Inbox, Calendar, and Follow-Up Management):
Manage Kristina's inbox
Manage her blended business and personal calendar, reminders, and follow-ups
Send daily or weekly priority summaries
Maintain Kristina's master list of open decisions, projects, approvals, deadlines, administrative cleanup items, vendor issues, personal reminders, and business follow-ups.
Google Drive and File Management:
Organize Kristina's Google Drive and help set up shared company folders
Create naming conventions and clean up files
Support the access and permission structure
Keep important documents easy to find, and make sure the team is using the shared Drive the way it's meant to be used
Project and Task Tracking in ClickUp:
Review ClickUp tasks, event orders, BEOs, proposals, invoices, and event notes as an extra set of eyes
Flag missing information, mismatches, overdue items, unclear deadlines, and anything needing Kristina's attention
Take the information from TPP (Total Party Planner) and add it to ClickUp so both systems are complete. Experience with TPP and ClickUp are helpful and nice to haves, but not required.
Nice-to-Have Experience (Responsibilities You Can Learn Over Time):
These tasks are valuable but can be trained on the job:
Vendor, Business Document, and Vehicle Administration
Track vendor contacts, insurance renewals, certificates of insurance, business licenses, and software renewals
Track vehicle registrations, vehicle insurance, maintenance records, and administrative deadlines
Enter scanned vendor invoices into spreadsheets or systems, save them in the correct folders, and flag missing ones
Maintain menu and pricing trackers: approved versus work-in-progress menus, missing prices, duplicate items, and items needing review
Systems and Process Support
Audit the Total Party Planner-to-ClickUp automations once they're in place
Help document processes and build SOPs
Pay and Benefits:
Competitive hourly rates
Wellness package
Squad Breaks (paid time off)
Quarterly performance bonuses
Holiday and year-end bonuses
Annual appraisal