Operations-Focused Executive Virtual Assistant Job Yonkers New York USA,Administrative/Clerical

We are seeking a highly capable Executive Virtual Assistant who goes beyond basic admin support and takes ownership of building structured, scalable systems across the business.

This role is ideal for someone who thrives on organisation, process improvement, and operational efficiency. You will work closely with the Principal to streamline workflows, manage daily operations, and create systems that support long-term business growth.

Experience with ServiceM8 is a strong advantage; however, we are happy to provide training for the right candidate. What is essential is a highly process-driven mindset and the ability to build and improve systems over time.

Core Responsibilities

Process Engineering & SOP Development
Review current workflows and develop and establish clear, structured Standard Operating Procedures (SOPs) to create a scalable “Company Playbook”.

ServiceM8 Job Management (Training Provided)
Manage the full job lifecycle including:
Scheduling and dispatching technicians
Updating job statuses
Managing automated follow-ups
Preparing and sending invoices

Executive Inbox & Calendar Management
Take ownership of the Principal’s inbox and calendar by:
Prioritising key communications
Managing scheduling and resolving conflicts
Acting as a gatekeeper to protect time and focus

Systems Implementation & Automation
Assist in establishing and managing systems such as:
Jot Form for team processes
Quarterly performance review tracking
Identifying simple automation opportunities
Continuously improving workflows and efficiencies

Data & File System Organisation
Maintain structured and efficient digital filing systems (Google Drive / Dropbox), ensuring all documents are easy to locate and consistently organised.

Project Coordination & Internal Communication
Coordinate internal projects and communicate with the team via VOIP calls, ensuring tasks are completed and deadlines are met.
Client communication will be email-based only.

Ideal Candidate Attributes

Highly process-driven and structured in their approach
Strong systems thinker who looks for efficiencies and automation
Obsessive organiser who enjoys clean systems and clarity
Confident communicator with the ability to engage with internal teams
Proactive, reliable, and solution-focused

Technical Skills & Requirements

Advanced proficiency in Google Workspace or Microsoft 365
Minimum 3+ years experience in a Virtual Assistant, Executive Assistant, or Operations role
Experience with ServiceM8 is an advantage (training provided if required)
Familiarity with tools such as Jot Form, CRM systems, or workflow platforms
Strong written and spoken English communication skills
Ability to work AEST business hours (7:00am – 3:00pm)
Reliable high-speed internet and professional home office setup

Summary
This is a high-impact operational role, not a standard VA position.
The successful candidate will play a key role in building systems, improving efficiency, and supporting business growth, becoming a true extension of the leadership team.