Admin and Operations VA

• *Job Summary:** We are looking for a highly organized and proactive Administrative Operations Virtual Assistant to support a busy professional managing multiple roles. This position involves building and maintaining workflow systems, managing inboxes and call inquiries, supporting recruitment efforts, and keeping back-end operations running smoothly. The ideal candidate is detail-oriented, systems-minded, and able to bring structure and clarity to a fast-paced workload.

Key Responsibilities

• Receive, screen, and log incoming phone calls and voicemails, distinguishing between genuine inquiries and solicitations
• Manage and maintain a Google Voice voicemail system, ensuring timely follow-up on legitimate leads
• Set up and refine inbox management systems, including filters, folders, and labeling structures
• Build and maintain organized databases in Google Drive, including resumes, leads, and contact records
• Post job listings on platforms such as Facebook, Indeed, and other relevant boards
• Screen incoming applications based on predefined criteria and organize candidate information for review
• Support calendar and time management planning, including blocking time for recurring deliverables
• Develop and document standard operating procedures (SOPs) for recurring administrative tasks
• Assist in creating and maintaining spreadsheets in Google Sheets or Excel, including formula-based automation when needed
• Provide general administrative and back-end operations support to keep workflows on track

Mandatory Skills

• Strong organizational skills with proven experience in workflow development and systems setup
• Proficiency with Google Workspace (Drive, Sheets, Docs, Calendar, Gmail)
• Experience with inbox management, calendar management, and database organization
• Comfortable handling phone screening and managing voicemail systems
• Ability to handle sensitive and proprietary information with strict confidentiality
• Reliable, detail-oriented, and able to work independently with minimal supervision
• Strong written and verbal communication skills
• Willingness to sign a non-disclosure agreement and follow strict information handling protocols

Preferred Skills

• Experience supporting nonprofits or mental health/therapy-related organizations
• Familiarity with spreadsheet formulas and automation in Excel or Google Sheets
• Background in recruitment support, including job posting and candidate screening
• Experience working with executives or business owners on time management and workflow consulting
• Ability to suggest process improvements and bring structure to disorganized workflows
• Comfort working through screen-share sessions when direct system access isn’t possible
• *Why Join Us:** This is a meaningful opportunity to make a real difference for a professional juggling impactful work across multiple roles. You’ll have the chance to bring your organizational expertise to the table, build systems from the ground up, and grow into expanded responsibilities over time. If you thrive on bringing order to chaos and enjoy being a trusted right hand, this role is for you.

Work Schedule

10:00 AM to 2:00 PM EST