Executive Assistant / Project Management VA (Part-Time)

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.

• 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

• 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

• Respond to website/customer queries via Shopify inbox/chat

• Follow up with clients (especially wholesale orders needing nudges)

• Maintain strong, professional communication tone

• 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

• Assist across both businesses as needed (pin business + design agency)

• Help implement systems and improve workflows

• Support scaling efforts through better organization

• 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)

• Light bookkeeping / expense tracking experience

• Ecommerce experience (Shopify)

• Experience supporting founders or small businesses