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