VaVa Virtual Assistants

Executive Assistant

• Manage day-to-day client account activities with reliability and attention to detail
• Anticipate client needs before they are stated, and communicate progress consistently so clients always know where things stand
• Handle challenges independently without allowing quality to slip or client confidence to waver
• Maintain awareness of engagement hours and flag early when adjustments may be needed to sustain the level of service clients expect
• Manage client inboxes by prioritizing and filtering messages, drafting responses, and ensuring nothing falls through the cracks
• Coordinate complex calendars across time zones, including scheduling meetings, sending reminders, and resolving conflicts proactively
• Plan and execute logistics for virtual and in-person meetings, conferences, and events, from agenda preparation to follow-up
• Prepare presentations, reports, and supporting materials that are polished and ready without requiring significant client revision
• Conduct research on topics, vendors, tools, or competitors and deliver findings in a clear, usable format
• Draft, proofread, and edit correspondence across email, documents, and other communication channels on behalf of the client
• Maintain and update CRM systems, ensuring contact records, notes, and follow-up tasks reflect current and accurate information
• Handle sensitive and confidential information with discretion at all times, including personal, financial, and business-critical data
• Anticipate client needs based on patterns and context, surfacing tasks or potential issues before they are asked about
• Collaborate with fellow VaVa contractors when projects benefit from shared support or specialized expertise
• Manage administrative tasks across tools such as Google Workspace, Microsoft 365, project management platforms, and scheduling software
• Communicate proactively with the client about task status, deadlines, and any obstacles that could affect delivery
• Support travel planning and coordination, including itineraries, bookings, and contingency management when plans change
• Handle additional administrative requests as they arise, with flexibility and a solutions-oriented approach

Virtual Executive Assistant

Manager

• Manage client operations and build necessary infrastructure
• Design systems and ensure team accountability
• Audit existing client workflows for improvements
• Maintain and optimize project management and communication tools
• Serve as operational point of contact between clients, teams, and vendors
• Resolve operational challenges and course-correct when necessary
• Coordinate complex scheduling and project timelines

Online Business Manager

Bookkeeper

• Manage the full bookkeeping cycle for assigned clients
• Set up and maintain client accounts in preferred financial software
• Reconcile monthly bank statements, credit card accounts, and long-term liability accounts
• Generate and issue financial statements including profit and loss reports, balance sheets
• Process accounts payable and accounts receivable as needed
• Maintain an organized financial filing system for each client