Operations Coordinator / Virtual Executive Assistant
We’re looking for a highly organized, detail-oriented Virtual Executive Assistant / Operations Coordinator to support multiple companies and personal operations — including email management, scheduling, social media posting, project tracking, and daily coordination. This role is ideal for someone who thrives in a fast-moving, creative environment and enjoys working closely with a U.S.-based founder to bring structure, clarity, and consistency across several active projects. How We’ll Work Together During the first month, we’ll collaborate live in the mornings (camera + shared screen) to review tasks, answer questions, and build efficient Trello workflows together. After training, you’ll have flexibility to complete assigned work throughout the day — as long as deadlines are met and tasks are updated in Trello daily. You should be confident in taking delegated tasks, setting priorities, and meeting same-day deliverables without constant supervision.
Responsibilities
Email & Communication Management Review and organize multiple inboxes (business + personal) daily Label, sort, and archive messages; draft replies when needed Forward client, billing, or legal emails to the right person Send short daily summaries of top-priority messages Calendar & Schedule Coordination Maintain one shared Google Calendar (business + family) Add meetings, events, travel, and children’s activities Send a Sunday weekly overview + daily morning preview Business & Project Support Post pre-created content on Facebook, Instagram, LinkedIn, and Google My Business Track post performance in Google Sheets (weekly analytics) Manage and update all projects and deliverables in Trello Follow up with designers, writers, and vendors on progress Keep Google Drive folders clean and organized Billing & Financial Tracking Add invoices and bills from email to a shared Monthly Bill Tracker Prepare End-of-Month summaries and deliverables dashboards Personal & Legal Coordination Handle sensitive communications with confidentiality Track court dates, attorney correspondence, and legal documents Other Tasks Basic Wix blog posting and content formatting Meta Business Suite posting and insights tracking Data entry and copy/paste work Required Skills Excellent English communication (spoken + written) Strong organization and time management Advanced Trello skills (task boards, automations, checklists, labels) Experience with: Google Workspace (Gmail, Drive, Sheets, Calendar) Meta Business Suite (posting and insights) Wix (blog posting and editing) Reliable communication via WhatsApp or Microsoft Teams High discretion with personal and legal information Preferred Qualifications 2+ years supporting U.S. business owners as a VA or Executive Assistant Background in operations, marketing coordination, or billing Based in a similar time zone (to overlap with U.S. Central hours 9 AM–3 PM) Compensation & Schedule 20–30 hours per week (must overlap 9 AM–3 PM Central Time) $5–$9 USD per hour, depending on experience + bonuses Paid weekly through Upwork Hourly Protection Potential to grow into a full-time, long-term position after 90 days ✅ Success Looks Like All emails labeled, sorted, and summarized daily Calendar accurate and color-coded Trello boards current, clear, and up to date Social and billing trackers maintained weekly Smooth communication and on-time task completion Professional handling of all confidential information
How to Apply
Please include the following in your application: A short introduction (1 paragraph) about your experience How you stay organized using Trello or similar systems Confirmation of your availability during 9 AM–3 PM Central Time A screenshot of your internet speed test Virtual Assistant, Executive Assistant, Operations Coordinator, Trello Expert, Project Management, Remote Assistant, Administrative Support, Google Workspace, Wix, Meta Business Suite, Social Media Assistant, Data Entry, Upwork VA, U.S. Business Hours, Workflow Management, Task Tracking Apply tot his job Apply To this Job