Project Management VA

Project & Task Management

• Build and maintain an organized system to manage ongoing projects, maintenance tasks, and executive

priorities.

• Log, track, and follow up on project deliverables, timelines, and budgets.
• Ensure accountability by monitoring task completion, identifying delays, and proposing solutions.
• Support prioritization by advising on high-impact activities and upcoming deadlines.
• Daily Workflow Management
• Prepare structured Start-of-Day (SOD) and End-of-Day (EOD) summaries to ensure daily clarity and

accountability.

• Consolidate key priorities, meetings, and pending tasks into actionable checklists for focused execution.
• Track progress across multiple workstreams, highlight blockers, and ensure tasks roll forward with defined

next steps.

• Email & Communication Support
• Monitor incoming communications, prioritize important messages, and draft basic responses when needed.
• Track and follow up on pending messages, ensuring timely replies and resolutions.
• Serve as the initial point of coordination for internal and external inquiries, maintaining an organized and

actionable inbox.

• Calendar & Scheduling
• Manage the executive?s calendar to balance personal, operational, and strategic commitments.
• Schedule meetings, site visits, and appointments, confirming details and preventing conflicts.
• Provide daily and weekly calendar overviews to anticipate upcoming priorities and obligations.
• Financial & Record Support
• Track payments, expenses, and reimbursements, maintaining accurate and up-to-date records.
• Organize and archive supporting documentation, including receipts, invoices, and reports.
• Identify discrepancies or concerns and escalate them promptly for review.
• Vendor & Contractor Coordination
• Act as liaison with vendors, contractors, and partners for service coordination, invoicing, and scheduling.
• Maintain updated contact lists and performance records for all partners and suppliers.
• Ensure smooth communication and follow-ups on pending actions or unresolved issues.
• Administrative & Personal Assistance
• Provide general administrative support such as document preparation, research, and data organization.
• Assist with occasional personal or logistical tasks as needed to streamline the executive?s day-to-day

operations.

• Document key processes and workflows to ensure efficiency, scalability, and operational continuity.
• Offer ongoing visibility into project progress, task priorities, and upcoming deadlines to prevent oversights.
• Project & Task Management Experience (Non-Negotiable)
• Ability to build, organize, and maintain structured task-tracking systems.
• Skilled in following up on open tasks, ensuring deadlines are met, and escalating delays as needed.
• Demonstrated capacity to translate evolving processes into repeatable workflows.
• Direct experience managing tasks and projects using tools such as ClickUp, Asana, or Monday.com

(preferred but not required).

• Strong Organizational & Time Management Skills (Non-Negotiable)
• Proven ability to manage multiple priorities while maintaining focus and efficiency.
• Skilled at coordinating across teams, managing shifting priorities, and maintaining confidentiality.
• Experienced in balancing both administrative and operational duties in a fast-paced environment.
• Executive Assistant / Executive Virtual Assistant Experience (Preferred)
• Experience supporting senior executives, entrepreneurs, or high-level projects.
• Skilled in managing email and calendars, filtering for priority items, and ensuring timely follow-ups.
• Capable of preparing structured daily reports (SOD/EOD), agendas, and trackers to ensure accountability

and alignment.

• Communication & Reporting Skills
• Clear, concise written and verbal communication skills.
• Ability to synthesize large amounts of information and escalate only what requires executive attention.
• Strong drafting and documentation skills with attention to detail and accuracy.
• Effective at consolidating updates into actionable insights to support decision-making.
• Other Skills & Attributes
• Proactive and solutions-oriented mindset.
• High attention to detail and accuracy in administrative tasks.
• Adaptability and resilience in evolving processes and shifting priorities.
• Professional discretion and integrity when handling sensitive information.
• Tools Needed (Preferred, Not Required)
• Project management tools: ClickUp, Asana, Monday.com, or Trello.
• Communication tools: Gmail, Outlook, Slack, or Microsoft Teams.
• File management: Google Workspace or Microsoft Office Suite.
• Basic familiarity with bookkeeping or data tracking tools is a plus (e.g., Excel, QuickBooks, Notion).

Competitive Salary HMO

• Remote-Work (Work Anywhere!)

PTOs