AI-Enabled Operations & Business Support VA

Role Overview

• Manage inboxes, calendars, and scheduling
• Coordinate meetings, agendas, and follow-ups
• Maintain organization of files, SOPs, and internal documentation
• Track tasks, deadlines, and deliverables using tools like Notion, Monday, or Asana
• Support general day-to-day operational activities
• Track project progress and updates
• Ensure tasks are completed on time across teams
• Follow up with stakeholders on action items
• Maintain structured task boards and workflow visibility
• Support documentation of processes and updates
• Update CRM systems with client and prospect data
• Maintain pipeline accuracy and organization
• Assist with lead tracking and follow-ups
• Schedule sales calls and coordinate meetings
• Support preparation of basic proposals and documents
• Schedule and manage social media content (LinkedIn focus)
• Assist in drafting blog posts, newsletters, and email content
• Proofread and format marketing materials
• Create simple graphics using Canva
• Manage and organize client communications
• Draft and send professional email responses using templates
• Handle routine inquiries and coordination tasks
• Support onboarding and client follow-ups
• Prepare and send invoices
• Track payments and expenses
• Organize receipts and financial documentation
• Support basic reporting and administrative tracking
• Use AI tools (ChatGPT, etc.) to improve productivity and efficiency
• Assist in implementing simple automation workflows using tools like Zapier or Make.com
• Support optimization of repetitive tasks using existing templates and tools
• Document processes and help improve workflow efficiency

Requirements

• Strong organizational and communication skills
• Experience in administrative or executive support roles
• Familiarity with CRM and project management tools
• Comfortable using AI tools
• Basic understanding of automation tools is a plus
• Ability to work independently and manage multiple tasks