Executive Assistant / Project Management VA (Part-Time)

Overview

We are seeking a highly organized, proactive, and detail-oriented Virtual Assistant to support a growing creative business owner across two ventures:

• A premium lapel pin & accessories business
• A small design agency

This role is ideal for someone who thrives in structured environments, enjoys bringing order to creative chaos, and can independently manage systems, communication, and admin operations.

Key Responsibilities

Project Management (CORE)

• Manage and maintain workflows in monday.com
• Create and update projects based on incoming emails (e.g., purchase orders)
• Assign and track action items
• Tag and communicate updates to the founder
• Ensure all tasks are organized, updated, and completed
• Provide weekly project updates/reporting

Inbox & Calendar Management

• Monitor inbox and respond on behalf of the founder
• Be CC’d into emails and proactively respond when needed
• Manage calendar scheduling and confirmations
• Ensure nothing slips through the cracks

Customer & Client Communication

• Respond to website/customer queries via Shopify inbox/chat
• Follow up with clients (especially wholesale orders needing nudges)
• Maintain strong, professional communication tone

Admin & Operations Support

• Assist with expense tracking using Google Sheets
• Log and categorize expenses monthly
• Help prepare financial data for accountant (light bookkeeping only)
• Maintain organized systems across both businesses

General Support

• Assist across both businesses as needed (pin business + design agency)
• Help implement systems and improve workflows
• Support scaling efforts through better organization

Requirements

Must-Have:

• Experience with project management tools (Monday.com preferred)
• Strong admin + organizational skills
• Excellent written English (client-facing role)
• Customer service experience
• Ability to work independently and proactively
• Comfortable working with Google Workspace (Sheets, Gmail, Calendar)

Nice-to-Have:

• Light bookkeeping / expense tracking experience
• Ecommerce experience (Shopify)
• Experience supporting founders or small businesses