Executive Virtual Assistant
Budget: $750 – $1,500 USD
Full Job Description
Your Startup Operations is a boutique agency providing operational services to small businesses. We work primarily with small business owners in the United States and our vision is to give power to the people who own small businesses by delivering white glove service while maintaining flexibility, care and affordability.
Job Responsibilities
Prepare estimates, invoices and service fulfillment in QuickBooks Online or equivalent, based on client input and established templates.Follow up on pending or unapproved quotes to drive conversion, maintain the pipeline, and reduce bottlenecks.Coordinate with production and warehouse/crew teams (via WhatsApp or similar) to ensure packing lists, equipment delivery schedules, and event setup timelines are executed accurately.Maintain and update the CRM: manage client records, pipelines, follow-up reminders, event timelines and service contracts.Track and monitor “ship dates,” event schedules and logistics to keep operations running smoothly and proactively alert if issues arise.Support basic marketing tasks: organize event photos, upload assets, assist with email newsletter execution and post-event follow-up.Manage general inbound administrative tasks: scheduling, inbox management, document organization, note-taking during calls.Assist with data collection and material preparation for larger bids and events – including measurements, photos, project notes, and equipment specs.Serve as the operational backbone for the founder so they can focus on growth and strategic work rather than daily admin details.
Job Requirements
Minimum of 3+ years of experience supporting operations or administrative functions in event production, AV rental, or a related logistics environment.Ideal 1+ years of experience with Quickbooks OnlinePrior experience supporting U.S./Canada/UK clients in a fast-paced service or production context.Fluent English (written & spoken)Experienced in preparing operational documents (quotes, proposals, packing lists, invoices) and follow-up workflows.Comfortable managing client communications, inboxes, scheduling, reminders, and ensuring tasks progress without slipping through the cracks.Strong organizational skills with excellent attention to detail—able to track ship dates, schedules, equipment inventory, event timelines, and client needs.Familiar or comfortable with CRMs, cloud-driven tools, asset/inventory tracking systems, messaging platforms (e.g., WhatsApp) and able to support warehouse/crew coordination.Tech-savvy and adaptable; able to learn new systems (e.g., inventory/CRM systems) and contribute to process improvement.
Your Startup Operations is a boutique agency providing operational services to small businesses. We work primarily with small business owners in the United States and our vision is to give power to the people who own small businesses by delivering white glove service while maintaining flexibility, care and affordability.
Job Responsibilities
Prepare estimates, invoices and service fulfillment in QuickBooks Online or equivalent, based on client input and established templates.Follow up on pending or unapproved quotes to drive conversion, maintain the pipeline, and reduce bottlenecks.Coordinate with production and warehouse/crew teams (via WhatsApp or similar) to ensure packing lists, equipment delivery schedules, and event setup timelines are executed accurately.Maintain and update the CRM: manage client records, pipelines, follow-up reminders, event timelines and service contracts.Track and monitor “ship dates,” event schedules and logistics to keep operations running smoothly and proactively alert if issues arise.Support basic marketing tasks: organize event photos, upload assets, assist with email newsletter execution and post-event follow-up.Manage general inbound administrative tasks: scheduling, inbox management, document organization, note-taking during calls.Assist with data collection and material preparation for larger bids and events – including measurements, photos, project notes, and equipment specs.Serve as the operational backbone for the founder so they can focus on growth and strategic work rather than daily admin details.
Job Requirements
Minimum of 3+ years of experience supporting operations or administrative functions in event production, AV rental, or a related logistics environment.Ideal 1+ years of experience with Quickbooks OnlinePrior experience supporting U.S./Canada/UK clients in a fast-paced service or production context.Fluent English (written & spoken)Experienced in preparing operational documents (quotes, proposals, packing lists, invoices) and follow-up workflows.Comfortable managing client communications, inboxes, scheduling, reminders, and ensuring tasks progress without slipping through the cracks.Strong organizational skills with excellent attention to detail—able to track ship dates, schedules, equipment inventory, event timelines, and client needs.Familiar or comfortable with CRMs, cloud-driven tools, asset/inventory tracking systems, messaging platforms (e.g., WhatsApp) and able to support warehouse/crew coordination.Tech-savvy and adaptable; able to learn new systems (e.g., inventory/CRM systems) and contribute to process improvement.