Virtual Assistant to the Global Ops Director

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.

QUALIFICATIONS:
– 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.