Project Management VA

Project & Task Management

- Build and maintain an organized system to manage ongoing projects, maintenance tasks, and executive

priorities.

- Log, track, and follow up on project deliverables, timelines, and budgets.

- Ensure accountability by monitoring task completion, identifying delays, and proposing solutions.

- Support prioritization by advising on high-impact activities and upcoming deadlines.

Daily Workflow Management

- Prepare structured Start-of-Day (SOD) and End-of-Day (EOD) summaries to ensure daily clarity and

accountability.

- Consolidate key priorities, meetings, and pending tasks into actionable checklists for focused execution.

- Track progress across multiple workstreams, highlight blockers, and ensure tasks roll forward with defined

next steps.

Email & Communication Support

- Monitor incoming communications, prioritize important messages, and draft basic responses when needed.

- Track and follow up on pending messages, ensuring timely replies and resolutions.

- Serve as the initial point of coordination for internal and external inquiries, maintaining an organized and

actionable inbox.

Calendar & Scheduling

- Manage the executive?s calendar to balance personal, operational, and strategic commitments.

- Schedule meetings, site visits, and appointments, confirming details and preventing conflicts.

- Provide daily and weekly calendar overviews to anticipate upcoming priorities and obligations.

Financial & Record Support

- Track payments, expenses, and reimbursements, maintaining accurate and up-to-date records.

- Organize and archive supporting documentation, including receipts, invoices, and reports.

- Identify discrepancies or concerns and escalate them promptly for review.

Vendor & Contractor Coordination

- Act as liaison with vendors, contractors, and partners for service coordination, invoicing, and scheduling.

- Maintain updated contact lists and performance records for all partners and suppliers.

- Ensure smooth communication and follow-ups on pending actions or unresolved issues.

Administrative & Personal Assistance

- Provide general administrative support such as document preparation, research, and data organization.

- Assist with occasional personal or logistical tasks as needed to streamline the executive?s day-to-day

operations.

- Document key processes and workflows to ensure efficiency, scalability, and operational continuity.

- Offer ongoing visibility into project progress, task priorities, and upcoming deadlines to prevent oversights.

Requirements

Project & Task Management Experience (Non-Negotiable)

- Ability to build, organize, and maintain structured task-tracking systems.

- Skilled in following up on open tasks, ensuring deadlines are met, and escalating delays as needed.

- Demonstrated capacity to translate evolving processes into repeatable workflows.

- Direct experience managing tasks and projects using tools such as ClickUp, Asana, or Monday.com

(preferred but not required).

Strong Organizational & Time Management Skills (Non-Negotiable)

- Proven ability to manage multiple priorities while maintaining focus and efficiency.

- Skilled at coordinating across teams, managing shifting priorities, and maintaining confidentiality.

- Experienced in balancing both administrative and operational duties in a fast-paced environment.

Executive Assistant / Executive Virtual Assistant Experience (Preferred)

- Experience supporting senior executives, entrepreneurs, or high-level projects.

- Skilled in managing email and calendars, filtering for priority items, and ensuring timely follow-ups.

- Capable of preparing structured daily reports (SOD/EOD), agendas, and trackers to ensure accountability

and alignment.

Communication & Reporting Skills

- Clear, concise written and verbal communication skills.

- Ability to synthesize large amounts of information and escalate only what requires executive attention.

- Strong drafting and documentation skills with attention to detail and accuracy.

- Effective at consolidating updates into actionable insights to support decision-making.

Other Skills & Attributes

- Proactive and solutions-oriented mindset.

- High attention to detail and accuracy in administrative tasks.

- Adaptability and resilience in evolving processes and shifting priorities.

- Professional discretion and integrity when handling sensitive information.

Tools Needed (Preferred, Not Required)

- Project management tools: ClickUp, Asana, Monday.com, or Trello.

- Communication tools: Gmail, Outlook, Slack, or Microsoft Teams.

- File management: Google Workspace or Microsoft Office Suite.

- Basic familiarity with bookkeeping or data tracking tools is a plus (e.g., Excel, QuickBooks, Notion).

Benefits

• Competitive Salary
• HMO
• Remote-Work (Work Anywhere!)
• PTOs