Operations and Finance Support Virtual Assistant

We are seeking a highly organized and extremely detail-oriented Operations and Finance Support Virtual Assistant to run our day-to-day internal operations and handle routine finance tasks. This role is heavily spreadsheet-based, so accuracy matters more here than almost anything else: you will be working with client records, invoices, and financial data where a single wrong number has real consequences.
You will work closely with management, keep our internal systems clean and up to date, and help our daily operations run smoothly.
This is an excellent opportunity for someone who wants to grow quickly, take on increasing responsibility, and build a long-term role within a fast-growing company.
Key Responsibilities:
Operations and Administration
Publish and manage job posts across multiple platforms
Handle the administrative side of new client onboarding, including preparing and sending onboarding emails, collecting required information, and setting clients up correctly in our systems
Send professional, clear emails to clients as part of ongoing account administration
Communicate with VAs and internal team members regarding updates, schedules, and processes
Manage tasks, deadlines, and workflows in Asana: creating tasks, assigning owners, updating statuses, and making sure nothing falls through the cracks
Maintain and update records in Airtable: adding new records, keeping fields accurate and complete, and making sure data stays consistent across bases
Prepare and maintain daily reports and operational trackers
Support higher management with administrative and operational tasks
Help improve internal workflows and processes over time
Finance Support
Prepare, send, and record client invoices, and track their status through to payment
Record new clients and their billing details accurately in our invoicing and finance systems
Maintain and update finance trackers and records in Excel and Google Sheets
Assist with monthly reconciliation between payment platforms and internal records
Support payroll preparation by collecting, checking, and organizing the required data
Follow up professionally on outstanding or overdue payments
Organize receipts, confirmations, and supporting documentation
Flag discrepancies, missing data, or unusual items to management promptly
Mandatory Requirements:
Strong hands-on experience with Excel and Google Sheets - MUST. You should be comfortable with formulas, filters, sorting, data validation, pivot tables, and working across large sheets without breaking them
Exceptional attention to detail and a very high standard of accuracy. This role involves numbers, invoices, and client records, and mistakes are costly
Excellent written and verbal English communication skills - MUST
Ability to write clear, professional client-facing emails independently
Strong organizational skills and the ability to manage multiple ongoing tasks without losing track of details
Ability to multitask and manage priorities in a fast-paced environment
Discretion and reliability when handling confidential client and financial information
Stable internet connection
Good-quality camera and microphone for meetings and calls
Professional, proactive, and reliable work ethic
Preferred Skills:
Previous experience as a Virtual Assistant
Experience with Asana or similar project management tools
Experience with Airtable or similar database tools
Experience with bookkeeping, invoicing, payroll support, or accounts receivable
Familiarity with online job platforms, CRM tools, or payment platforms
Growth Opportunity:
This role is designed for someone who wants to grow with the company. You will start with core operations, client administration, and routine finance tasks, and quickly gain more responsibility based on performance, reliability, and initiative. High performers will have the opportunity to expand into more senior operational, coordination, or finance roles.
Why Join Us?
Remote position with a structured, professional working environment
Long-term opportunity with room for rapid growth
Work with an international team in the recruitment and VA placement industry
Build valuable skills across operations, client administration, finance, and business systems
If you're organized, accurate, detail-obsessed, and ready to grow with a dynamic company, apply now and help us scale our operations to the next level!

Work arrangement
Yes