Virtual Assistant - Executive & Operations Assistant

We Clone You is a leading virtual assistant company that specializes in providing virtual assistance to empower businesses of all sizes with world-class virtual assistance. We are currently looking for a motivated Virtual Assistant with expertise in executive assistance & operations to join our client's team and take their operations to the next level.

In this role, you will be responsible for performing various tasks, including:

• Manage and organize the executive’s calendar across multiple businesses;
• Schedule meetings, confirm attendance, and prepare agendas when needed;
• Protect time for priority activities such as recruiting conversations and leadership meetings;
• Anticipate scheduling conflicts and resolve them proactively;
• Monitor and organize inbox communication;
• Draft and send emails, follow-ups, and introductions on behalf of the executive;
• Ensure important messages and action items are addressed promptly;
• Maintain recruiting pipeline in Follow Up Boss CRM;
• Track recruit status, next steps, and pipeline updates;
• Ensure all recruiting documentation and records are accurate and up to date;
• Coordinate communication between the executive and internal teams;
• Track tasks and deliverables in ClickUp;
• Document meeting notes, action items, and follow-ups;
• Coordinate logistics for webinars, trainings, and agent events;
• Manage registrations, reminders, and follow-up communications;
• Track attendance and engagement when necessary;
• Process vendor payments and track business expenses;
• Maintain organized financial records and spreadsheets;
• Support vendor coordination and operational logistics;
• Help document internal processes and SOPs;
• Maintain trackers and internal systems used by the team;
• Support improvements to workflows and operational organization;

Requirements

• 3+ years of experience as an Executive Assistant or similar role;
• Excellent written and verbal English communication;
• Strong organizational and time management skills;
• Experience managing complex executive calendars and inboxes;
• Proficiency with Google Suite, FollowUpBoss or other CRM, and ClickUp;
• Experience using AI tools such as ChatGPT or similar;
• Ability to work independently and follow through on tasks with minimal supervision;
• High level of attention to detail and discretion;

Nice to Have

• Experience supporting entrepreneurs or executives with multiple businesses;
• Background in real estate or recruiting environments;
• Familiarity with automation tools such as Zapier or Make;
• Experience creating internal SOPs or operational documentation;

Benefits

• Work from home;
• Payment in dollars per working hour (40-hour week);
• Starting salary between 4$ - 12$ per hour depending on your experience, with room for raises based on performance;
• A workplace that values its people;
• Professional development opportunities to grow your career;
• Be part of a supportive team that values your input and achievements;
• Referral bonus: If you refer a candidate, you will receive a $50 bonus once they’re hired by one of our clients;

Remember to upload your data in English, please. Including your resume.