Operations and Finance Support Virtual Assistant

Job Summary:
We're excited to bring aboard a highly organized and exceptionally detail-oriented Operations and Finance Support Virtual Assistant to run our day-to-day internal operations and take care of routine finance tasks. This role is heavily spreadsheet-based, so accuracy matters here more than almost anything else: you'll be handling client records, invoices, and financial data where one wrong number has real consequences.
You'll work closely with management, keep our internal systems clean and current, and help our daily operations run smoothly.
This is an excellent opportunity for someone who wants to grow fast, take on increasing responsibility, and build a long-term role within a fast-growing company.

Key Responsibilities:
Operations and Administration

• Post and manage job listings across multiple platforms
• Handle the administrative side of new client onboarding, including preparing and sending onboarding emails, gathering required information, and setting clients up correctly in our systems
• Send clear, professional emails to clients as part of ongoing account administration
• Communicate with VAs and internal team members about updates, schedules, and processes
• Manage tasks, deadlines, and workflows in Asana: creating tasks, assigning owners, updating statuses, and making sure nothing slips through the cracks
• Maintain and update records in Airtable: adding new records, keeping fields accurate and complete, and making sure data stays consistent across bases
• Prepare and keep up daily reports and operational trackers
• Support senior management with administrative and operational tasks
• Help refine internal workflows and processes over time

Finance Support

• Prepare, send, and log client invoices, and follow their status through to payment
• Record new clients and their billing details accurately in our invoicing and finance systems
• Maintain and update finance trackers and records in Excel and Google Sheets
• Help with monthly reconciliation between payment platforms and internal records
• Support payroll preparation by gathering, checking, and organizing the required data
• Follow up professionally on outstanding or overdue payments
• Organize receipts, confirmations, and supporting documentation
• Flag discrepancies, missing data, or unusual items to management promptly

Mandatory Requirements:

• Strong hands-on experience with Excel and Google Sheets - MUST. You should be at ease with formulas, filters, sorting, data validation, pivot tables, and working across large sheets without breaking them
• Exceptional attention to detail and a very high standard of accuracy. This role deals with numbers, invoices, and client records, and mistakes are costly
• Excellent written and verbal English communication skills - MUST
• Ability to write clear, professional client-facing emails on your own
• Strong organizational skills and the ability to handle multiple ongoing tasks without losing track of details
• Ability to multitask and juggle priorities in a fast-paced environment
• Discretion and reliability when handling confidential client and financial information
• Stable internet connection
• Good-quality camera and microphone for meetings and calls
• Professional, proactive, and dependable work ethic

Preferred Skills:

• Prior experience as a Virtual Assistant
• Experience with Asana or similar project management tools
• Experience with Airtable or similar database tools
• Background in bookkeeping, invoicing, payroll support, or accounts receivable
• Familiarity with online job platforms, CRM tools, or payment platforms

Growth Opportunity:
This role is built for someone who wants to grow with the company. You'll begin with core operations, client administration, and routine finance tasks, and quickly take on more responsibility based on performance, reliability, and initiative. Top performers will have the chance to move into more senior operational, coordination, or finance roles.

Why Join Us?

• Remote position with a structured, professional work environment
• Long-term opportunity with room for fast growth
• Work alongside an international team in the recruitment and VA placement industry
• Develop valuable skills across operations, client administration, finance, and business systems

If you're organized, accurate, detail-obsessed, and ready to grow with a dynamic company, apply today and help us take our operations to the next level!