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
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