Assist World

Executive Assistant

• Prepare and send travel quotes, confirmations, and documentation
• Manage general administrative tasks and backend workflows
• Keep internal systems and records organized and up to date
• Support day-to-day business operations during busy and quiet periods
• Respond to client inquiries via email and messaging platforms
• Participate in WhatsApp group chats and respond on behalf of the business when needed
• Provide timely, professional, and service-oriented communication
• Ensure no client requests or follow-ups are missed
• Research destinations, accommodations, and experiences
• Assist with itinerary preparation and travel-related logistics
• Support flight-related admin, including check-ins and confirmations
• Organize and maintain client information in the CRM (Zoho)
• Ensure backend systems are accurate, structured, and easy to navigate
• Help keep the business owner organized across tools and platforms
• Assist with basic bookkeeping tasks using Xero (Nice-to-Have)
• Support transaction tracking and financial admin (non-accounting role) (Nice-to-Have)
• Help prepare records for future bookkeeping needs (Nice-to-Have)
• Assist with light social media and email marketing during quieter periods
• Contribute ideas or improvements if experienced in the travel industry
• Potential to support shared administrative tasks for an additional business in the future (with transparency and agreement)

Virtual Assistant – Travel Operations, Administrative Support

• Email & Inbox Engineering: Mastery of inbox zero. You will filter, prioritize, and draft responses for executive correspondence, ensuring no high-priority item slips through the cracks.
• Workflow Automation: Build and maintain seamless integrations between platforms using Zapier and Monday.com to reduce manual tasks.
• Project & Ticket Management: Oversee complex project boards in Monday.com, ensuring all 'tickets' or tasks are assigned, tracked, and brought to completion.
• Proactive Follow-ups: Managing the executive’s 'waiting on' list—systematically following up with internal and external stakeholders to ensure deadlines are met.
• Administrative Sovereignty: Operating with high autonomy. You are expected to solve problems and make logistical decisions without constant oversight.

Executive Virtual Assistant – C-Suite Support

Customer Success Manager

• Build and optimize funnels, landing pages, and complex workflows/triggers within GoHighLevel.
• Create and deploy snapshots, manage custom fields, and ensure data integrity across sub-accounts.
• Act as the "glue" between GHL and our other technical tools, ensuring seamless data flow and API connectivity.
• Troubleshoot software glitches, investigate automation failures, and find creative workarounds for platform limitations.
• Rapidly learn and document new software or platforms as they are integrated into our business operations.
• Assist in the setup of email/SMS marketing sequences and lead capture systems.

GoHighLevel CRM Specialist – Technical Assistant

Social Media Manager

• Edit long-form recorded footage into engaging short-form content (Reels, TikToks, Shorts)
• Create dynamic, scroll-stopping videos that align with each client’s brand and voice
• Edit primarily talking-head videos, with additional property walkthroughs and event recap content
• Add captions, text overlays, cuts, transitions and light motion where appropriate
• Design carousel post graphics using Canva, including compelling text and visuals that stand out while staying on-brand
• Meet all deadlines consistently and communicate clearly around timelines
• Receive feedback and make revisions quickly and accurately
• Organize and manage project files efficiently

Social Media Video Editor, Short-Form Focus

• Serve as the primary point of contact for client inquiries via email and messaging platforms
• Respond to new client inquiries in a timely, professional, and friendly manner
• Handle client questions related to payments, invoices, and service coordination
• Communicate with service providers (e.g., sitters/tutors) regarding payment-related questions or issues
• Prepare and send invoices to clients
• Track incoming payments and follow up on outstanding balances
• Ensure payment records are accurate and up to date
• Coordinate outgoing payments to service providers as needed
• Draft and prepare emails for clients and families based on provided guidance
• Assist with organizing workflows and improving operational efficiency
• Support general administrative tasks to reduce the owner’s daily workload
• Assist with marketing-related tasks such as drafting marketing emails based on provided ideas, creating simple email sequences, and formatting and organizing outreach communications
• Execute tasks efficiently while the business owner provides strategic direction

Virtual Assistant – Client Operations, Admin Support

Financial Planning and Analysis

• Manage Accounts Payable: Receive vendor invoices via email, upload and process invoices in Bill.com, track payment status and ensure accuracy
• Manage Accounts Receivable: Create and issue client invoices via Bill.com, send professional invoice emails to senior stakeholders, follow up politely on overdue invoices
• Maintain clear records of invoices, payments, and outstanding balances
• Coordinate with external bookkeepers and accountants
• Support payroll administration using Gusto
• Track hours and payments for contractors (1099s)
• Assist with onboarding new hires and interns, maintain organized HR records
• Support internal operations and back-office workflows, assist with travel planning and logistics
• Handle ad hoc administrative and operational tasks

Finance & Operations Virtual Assistant – Executive Support

Customer Support

• Manage live chats and answer incoming phone calls with a friendly, professional, and helpful demeanor
• Assist in daily operational tasks to ensure orders and inquiries are processed efficiently
• Address questions regarding product details, shipping status, and design specifications
• Update and manage customer information and logistics tracking within spreadsheets

Customer Service Virtual Assistant

• Manage shared inboxes and scheduling via Missive and Outlook; draft replies for review; coordinate internal comms.
• Create/maintain accounts, contacts, service requests, tasks; assign and follow up with technicians; monitor ticket status.
• Generate daily/weekly reports on task progress, SLAs, completions, and bottlenecks; flag risks early.
• Verify completed service reports; create and send Odoo invoices; track A/R and follow up on payments.
• Receive service-request calls; perform warm follow-ups; provide status updates to clients and partners.
• Use VoIP extension, screen-share, and real-time chat to work closely with leadership; provide end-of-day summaries as needed.

Executive Assistant – Operations Coordinator, Medical Device Repair

• Manage calendar scheduling and coordination with external groups (Board, investors, partners)
• Coordinate scheduling around conferences and travel
• Build and maintain conference agendas and schedules
• Assist with meeting logistics and reminders (including time zone coordination)
• Coordinate weekly company lunch ordering and office supply/grocery delivery (e.g., Costco or similar)
• Maintain basic office operations checklists and recurring tasks
• Support planning and coordination for company events (off-sites, internal gatherings)
• Help manage incoming physical/paper mail through a defined process
• Monitor email/inbound items during early California hours and help ensure timely replies (as aligned with leadership)
• Post scheduled content provided by the marketing lead
• Monitor comments/DMs and flag/respond per internal guidelines (as required)

Executive Assistant – Office Operations Coordinator, Medical Device Startup

• Schedule and coordinate meetings across multiple stakeholders (customers, investors, advisors, vendors)
• Manage calendar logistics and confirmations
• Ensure meetings are properly prepared and all parties are aligned
• Support flexible scheduling needs within standard working hours
• Draft and send professional outreach emails using provided templates
• Support follow-ups for:
• ○ Investor updates/newsletters
• ○ Partner/advisor coordination
• ○ Customer relationship management (limited customer volume;
• relationship-focused)
• Route drafts for approval before sending; implement edits quickly
• Own a rolling task list and execute assigned deliverables end-to-end
• Support general operations such as:
• ○ setting up software accounts/tools
• ○ coordinating insurance/admin items
• ○ supporting equity/admin coordination tasks
• ○ coordinating with service providers and external partners
• Conduct research and provide options with quick summaries (price, specs, best-fit)
• Source vendors/service providers (e.g., immigration attorney, software tools, equipment)
• Identify cost-effective purchasing options and send recommendations for approval
• Assist with basic accounting tasks using QuickBooks (or similar)
• Help set up accounts, maintain clean records, and pull simple reports
• Document actions with screen recordings and notes so processes are repeatable
• Assist with onboarding and employee set-up in HR systems
• Maintain accurate employee records and basic HR admin workflows (small team)
• Support consistent workflow visibility via short check-ins:
• ○ Morning: review tasks and priorities
• ○ Midday: status check and blockers
• ○ End-of-day: completion recap + tomorrow planning
• Track progress and ensure clarity across deliverables

Executive Assistant – Operations Coordinator, Startup, Biotech/FoodTech

• Maintain and update internal systems, dashboards, and Google Sheets
• Perform accurate data entry and data pulling from internal/custom-built tools
• Learn and navigate proprietary software built by the engineering team
• Ensure operational data is organized, up to date, and reliable
• Support internal teams by ensuring client-related workflows are organized
• Act as a backend support layer for customer operations (non-client-facing)
• Ensure internal team members have the information, files, and updates they need
• Maintain task trackers and follow-ups related to client operations
• Manage inbox and calendar for the founder
• Track tasks, reminders, and deadlines to prevent missed items
• Assist with scheduling, follow-ups, and internal coordination
• Anticipate needs and proactively surface issues before they escalate
• Use Canva or similar tools to make quick edits using templates (text swaps, simple visuals)
• Perform very light video editing or graphic adjustments when speed is required
• Support team members with fast turnaround requests using provided assets

Senior Virtual Assistant – Operations & Executive Support, Marketing, SaaS

Digital Marketing

• Manage day to day activity across social media platforms, including posting, scheduling, monitoring, and responding to engagement
• Grow brand awareness by following, engaging with, and building relationships with relevant accounts, communities, and collaborators
• Take ownership of written content for social media, ensuring all posts reflect the brand’s tone of voice, values, and visual identity
• Work closely with creative and design teams to ensure content aligns with ongoing projects, campaigns, and brand direction
• Plan and support content calendars to ensure consistent and strategic posting
• Monitor performance, engagement, and trends to help refine content and growth strategies
• Stay up to date with social media trends, platform updates, and best practices within the creative and design industry

Digital Marketing Assistant

• Recreate, review, and validate bills and invoices in the accounting system.
• Support end-to-end Procure-to-Pay (P2P) processes, including invoice processing and payment support.
• Prepare and post journal entries accurately and on time.
• Perform regular account reconciliations, including bank and credit card reconciliations.
• Map transactions to the appropriate General Ledger (GL) accounts.
• Review and classify credit card transactions and ensure correct GL coding.
• Investigate and resolve discrepancies identified during reconciliations.
• Support month-end and period-end closing activities.
• Maintain proper documentation and audit trails for financial records.
• Handle ad hoc financial and accounting tasks assigned by management.

Virtual Assistant, Finance

• Manage real estate transactions from contract to close
• Track deadlines, contingencies, and milestones to ensure nothing is missed
• Coordinate communication between all stakeholders, including buyers, sellers, lenders, title companies, and agents
• Ensure all required documents are prepared, signed, and submitted on time
• Maintain accurate transaction records within the CRM and shared systems
• Monitor and manage inboxes related to transactions, listings, and client communications
• Conduct timely follow-ups to obtain missing information or documents
• Communicate professionally with clients via email and occasional phone calls
• Escalate priority matters with clear summaries and recommended next steps
• Assist with preparing properties for market
• Coordinate listing-related workflows and timelines
• Support administrative tasks related to launching and maintaining active listings
• Execute basic Facebook and Instagram ad tasks (posting, scheduling, launching campaigns based on direction)
• Support marketing administration, including campaign setup, monitoring, and reporting
• Upload, format, and publish blog content
• Maintain organized records of marketing assets, calendars, and campaign notes
• Maintain and update CRM records to ensure clean data and consistent workflows
• Quickly adapt to new systems and tools
• Experience with GoHighLevel is a plus; experience with similar CRMs is acceptable

Real Estate Virtual Assistant, Transaction Coordination, Marketing Support

• Own and manage the CEO’s complex calendar across multiple time zones (US & UK)
• Schedule, reschedule, and prioritize meetings based on urgency and business impact
• Coordinate internal and external meetings, including customer calls and interviews
• Liaise with team members to resolve scheduling conflicts and meeting changes
• Book and manage domestic and international travel (flights, accommodation, itineraries)
• Ensure smooth logistics for frequent travel between the US and UK
• Proactively handle changes, cancellations, and last-minute adjustments
• General and/or administrative support for special or ad hoc projects
• Serve as a key communication link between the CEO and internal stakeholders
• Coordinate interviews and recruitment-related scheduling
• Maintain clear documentation and meeting organization
• Assist with preparing and updating slide decks and presentation materials
• Provide light formatting, organization, and coordination support for executive-facing documents