JOB TITLE: Virtual Assistant to the Global Ops Director

REPORTS TO: DGO

LOCATION: Remote

SCHEDULE: Monday – Friday, 8:30 AM – 5:30 PM EST (1-hour unpaid lunch break), 40 hours/week

COMPENSATION: $8–$10/hour (commensurate with experience)

POSITION OVERVIEW:

The Virtual Assistant to the DGO is a high-performing administrative partner responsible for supporting the DGO in daily operations, strategic coordination, and executive-level administrative tasks. It focuses more heavily on administrative efficiency, high-level Excel work, document preparation, scheduling, and coordination across multiple departments. The ideal candidate is a proactive, highly organized problem-solver with advanced Excel proficiency who thrives in a fast-paced, remote environment. They will ensure the DGO’s time is spent on strategic priorities by managing day-to-day operational details and streamlining workflows.

KEY RESPONSIBILITIES:

Executive & Administrative Support

• Schedule meetings and coordinate logistics for internal and external calls.
• Prepare and format reports, presentations, and documents, leveraging advanced Excel skills for data tracking, analysis, and visualization.
• Screen, prioritize, and respond to emails on behalf of the DGO, ensuring timely follow-ups.
• Maintain organized digital files to ensure easy access to reference materials and records.

Operational & Reporting Assistance

• Assist with creating, maintaining, and improving trackers and operational reports.
• Support data consolidation and analysis to inform executive decision-making.
• Track action items from meetings and ensure timely completion across multiple departments.

Project Coordination

• Support the DGO in overseeing special projects, ensuring timelines, deliverables, and communications are on track.
• High-level ClickUp proficiency to track project milestones.
• Liaise between the DGO and department heads to ensure clarity on action items and deadlines.

Communication & Documentation

• Draft, proofread, and format internal memos, SOPs, reports, and executive summaries.
• Prepare meeting agendas, take detailed notes, and distribute follow-up documentation as needed.
• Maintain confidentiality and handle sensitive information with discretion.

SUCCESS METRICS:

• COO’s administrative and reporting workload is reduced, allowing focus on high-impact strategy.
• Executive-level reports and trackers are consistently accurate, clear, and timely.
• Projects and tasks under COO oversight meet deadlines with minimal follow-up required.
• Communication between the COO and departments is streamlined and effective.

• 3+ years in an executive assistant, operations support, or administrative role—preferably in a remote setting.
• Proven experience producing executive-ready reports and presentations.
• Experience coordinating cross-departmental initiatives and tracking deliverables.

SKILLS:

• Advanced proficiency in Microsoft Excel (pivot tables, VLOOKUP, macros, charts, and conditional formatting).
• Strong command of Google Workspace (Docs, Sheets, Slides), project management tools (Clickup), and communication platforms (Telegram, Zoom).
• Excellent written and verbal communication skills.
• Exceptional organizational skills and attention to detail.

ATTRIBUTES:

• Proactive, resourceful, and solutions-oriented.
• Able to prioritize and manage multiple tasks under tight deadlines.
• Maintains professionalism and confidentiality at all times.
• Strong problem-solving ability with minimal supervision required.