Executive/Admin VA: Operations Assistant

Job Description

Client Industry: Hospitality / Restaurant Group

Employment Type: Part-Time

Work Setup: Remote

Client Location: Canada

Salary: 285PHP/Hourly

Role Summary

We are seeking a highly organized, proactive, and dependable Executive Assistant to support the owner of a growing restaurant group.

This role is ideal for someone who enjoys bringing structure to fast-moving businesses, improving operational processes, and helping executives stay organized. Beyond traditional administrative support, you will serve as a trusted operational partner who helps coordinate communications, streamline workflows, and build the systems that support continued business growth.

As the business expands, this position offers the opportunity to grow into broader operational and project management responsibilities.

Project summary

We will recruit and place a part-time Executive Assistant to support the owner of a growing restaurant group by streamlining daily operations, improving organization, and reducing administrative workload. This role is designed to create structure around day-to-day activities, allowing the business owner to focus on leadership, strategic decision-making, and business growth.

Strategic Objective

The Executive Assistant will become a trusted operational partner, helping organize daily priorities, manage communications, and implement processes that eliminate inefficiencies. As the relationship grows, the role will expand to support additional operational and administrative responsibilities across the business.

Executive & Administrative Support

Manage email communications, calendars, meetings, and daily priorities to ensure the executive remains organized and focused on high-value activities. Track action items, follow-ups, and deadlines while coordinating routine administrative tasks. Prepare documents, organize digital files, maintain business records, and support the executive with day-to-day administrative requirements.

Operations & Process Management

Develop and maintain operational trackers to improve visibility across business activities. Coordinate equipment maintenance requests, communicate with vendors and service providers, track service calls and resolutions, and monitor outstanding operational issues. Assist in documenting workflows, creating Standard Operating Procedures (SOPs), and implementing systems that improve consistency and operational efficiency.

Administrative Coordination & Records Management

Maintain organized documentation, business records, and administrative files. Support recordkeeping, organize operational documentation, monitor recurring administrative tasks, and ensure important information is accessible and up to date. Assist in maintaining accurate records that support the ongoing operation of the business.

Communication & Vendor Coordination

Serve as a central point of coordination for routine communications with vendors, suppliers, contractors, and internal team members. Respond to inquiries, follow up on outstanding requests, coordinate scheduling when required, and help ensure projects and operational activities continue moving forward through proactive communication and organization.

Business Growth & Executive Support

Provide ongoing support as the business continues to expand by assisting with project coordination, operational initiatives, business documentation, and executive priorities. As systems mature and responsibilities evolve, the Executive Assistant will take on increasing ownership of administrative, operational, and strategic support functions that contribute to the long-term growth of the restaurant group.

Key Responsibilities

Executive & Administrative Support

• Manage executive email communications and inbox organization.
• Coordinate calendars, meetings, appointments, and scheduling.
• Track action items, priorities, and follow-up tasks.
• Prepare business documents, reports, and correspondence.
• Organize digital files and business documentation.
• Handle confidential information with professionalism and discretion.
• Support daily administrative operations across the business.

Operations & Process Management

• Create and maintain operational trackers and reporting tools.
• Coordinate equipment maintenance requests and vendor scheduling.
• Track service calls, maintenance activities, and follow-up actions.
• Assist in documenting operational procedures and workflows.
• Create and maintain Standard Operating Procedures (SOPs).
• Identify opportunities to improve administrative efficiency and business processes.

Administrative Coordination & Records Management

• Maintain organized business records and documentation.
• Monitor recurring administrative tasks and deadlines.
• Update internal records and operational files.
• Assist with document preparation and recordkeeping.
• Support operational reporting and administrative projects.

Communication & Coordination

• Respond to routine emails and inquiries professionally.
• Coordinate with vendors, suppliers, contractors, and team members.
• Follow up on outstanding requests and ongoing projects.
• Assist with internal communication and information sharing.
• Help ensure tasks are completed on schedule through proactive coordination.

Future Growth & Operational Support

As the business grows, responsibilities may expand to include:

• Project coordination.
• Sales and marketing administrative support.
• Financial administration assistance.
• Multi-location operational coordination.
• Additional executive support and special projects.

Standards

Core Requirements

• Previous experience as an Executive Assistant, Administrative Assistant, Operations Assistant, or Virtual Assistant.
• Excellent written and verbal English communication skills.
• Strong organizational and time management abilities.
• High attention to detail and accuracy.
• Ability to manage multiple priorities simultaneously.
• Strong problem-solving and critical thinking skills.
• Ability to work independently with minimal supervision.
• Professional, reliable, and highly organized.
• Comfortable supporting a fast-paced and growing business.

Technical Skills (Required or Strong Advantage)

Required

• Google Workspace
• Microsoft Office
• Google Calendar or Outlook Calendar
• Email management
• Spreadsheet management (Google Sheets or Excel)
• File organization and cloud storage (Google Drive or similar)

Strong Advantage

• Project management platforms (ClickUp, Asana, Trello, Monday.com, or similar)
• SOP documentation
• CRM software
• Restaurant or hospitality management systems
• Canva
• DocuSign
• AI productivity tools (e.g., ChatGPT)

Nice-to-Have

• Experience supporting hospitality or restaurant businesses.
• Vendor and contractor coordination experience.
• Project coordination or operations support experience.
• Process improvement and workflow documentation.
• Basic bookkeeping or financial administration knowledge.
• Experience supporting growing small businesses or multi-location operations.
• Interest in business operations and organizational development.

Work Ethic & Behavioral Expectations

• Highly organized and dependable.
• Proactive and solutions-oriented.
• Detail-oriented with excellent follow-through.
• Professional and trustworthy when handling confidential information.
• Comfortable taking initiative without waiting for instruction.
• Adaptable to changing priorities in a growing business.
• Strong communicator who builds positive working relationships.
• Process-driven and committed to continuous improvement.
• Takes ownership of responsibilities and consistently delivers high-quality work.

Success Metrics

First 30 Days

• Become familiar with the executive's priorities, communication style, and business operations.
• Successfully organize email, calendars, and administrative workflows.
• Begin managing recurring administrative responsibilities independently.
• Establish organized systems for tracking priorities and follow-ups.

Within 90 Days

• Independently manage routine executive support and administrative coordination.
• Maintain operational trackers and vendor communications with minimal supervision.
• Document and improve recurring workflows through SOPs.
• Demonstrate measurable improvements in organization and administrative efficiency.

Ongoing Success

• Maintain organized administrative systems that support daily operations.
• Ensure timely communication with vendors, suppliers, and internal stakeholders.
• Continuously improve business processes and operational workflows.
• Reduce administrative burden for the executive, allowing greater focus on leadership and business growth.
• Grow into a trusted operational partner by taking on increasingly strategic responsibilities as the restaurant group expands.

NOTE: Needs to be skilled in Generative AI prompting - will need to translate some emails from French to English and reply to them in English)

Offer: Part time to start, performance-based transition to full-time after 3 months

Schedule: 8:00am -12:00pm Eastern Time (Monday-Friday)