Virtual Assistant – Operations & Administrative Support

This is a remote position.

About the Role

Key Responsibilities

• Own and manage the CEO's task pipeline in ClickUp - tracking deadlines, updating statuses, following up on outstanding items, and flagging anything at risk of falling behind.
  
• Handle day-to-day administrative coordination - scheduling, reminders, follow-ups, and general support to keep the CEO's workload moving.
  
• Maintain organised records, documents, and spreadsheets across Google Workspace and other business systems.
  
• Perform data entry and data validation in Xero - entering information accurately, spotting errors or missing data, and flagging issues before they become problems.
  
• Communicate with and support workflows involving the business's AI agents, following direction on how and when to engage with them.
  
• Assist with client-related admin - gathering information, preparing documents, and coordinating follow-ups as directed.
  
• Learn and follow the business's specific processes rather than applying assumptions from previous roles.
  

What we are looking for

• Proven experience in virtual assistance, executive assistance, administration, or operations support.
  
• Hands-on experience with ClickUp. Not just familiarity, but actual daily use managing tasks, deadlines, and follow-ups.
  
• Strong data entry and data validation skills with high accuracy.
  
• Experience working with Xero is an advantage but not essential - willingness to learn is.
  
• Comfortable working with AI agents and AI-driven workflows in a business setting. This means purpose-built business tools, not general chatbots.
  
• Strong organisational skills and the ability to manage multiple priorities without things falling through.
  
• Excellent written and verbal communication in English.
  
• Self-directed and reliable - able to work independently, use good judgement, and ask the right questions when something isn't clear.
  
• Comfortable learning a specific way of working and adapting to the CEO's systems and processes, rather than defaulting on older knowledge base or previous experiences.
  
• General exposure to bookkeeping or accounting administration is useful but not required.
  

Who This Role Suits