Executive VA / Operations Assistant

We are looking for a highly organised remote assistant to support the founders of a digital agency across daily operations, meetings, follow-ups, client communication, project coordination, and internal team management.

This role is suited to someone who is proactive, detail-oriented, calm under pressure, and comfortable working across multiple projects, clients, and tea ---------- mbers.

You will help keep work moving, make sure important tasks do not fall through the cracks, and raise issues early before they become expensive problems.

-- Responsibilities

- Attend selected internal and client meetings.
- Take clear meeting notes, decisions, action items, owners, and deadlines.
- Follow up with tea ---------- mbers, contractors, clients, and suppliers.
- Track tasks and project progress in tools such as ClickUp, Asana, Trello, Notion, Monday, Basecamp or similar.
- Help manage the founder’s daily priorities and reminders.
- Prepare agendas before meetings and summaries after meetings.
- Monitor project timelines and flag delays, risks, unclear ownership, or missing information.
- Assist with client communication and relationship management.
- Help coordinate designers, developers, marketers, copywriters, and other staff.
- Maintain internal documentation, SOPs, checklists, and project records.
- Support inbox, calendar, admin, reporting, and general agency operations where needed.

-- Required skills

- Excellent written and spoken English.
- Strong organisation and attention to detail.
- Experience supporting a founder, agency owner, project manager, or executive.
- Comfortable joining meetings and taking useful notes.
- Ability to follow up politely but firmly.
- Good judgement around priorities, risks, and urgency.
- Experience with project management tools.
- Reliable internet and availability during agreed working hours.
- Comfortable handling confidential business and client information.

-- Nice to have

- Experience working with digital agencies.
- Familiarity with Shopify, ecommerce, web design, SEO, paid ads, email marketing, or creative production.
- Experience with client-facing communication.
- Experience creating SOPs and process documents.
- Basic understanding of project management.
- Experience working with Australian, US, UK, or other Western clients.
- Familiarity with Slack, Google Workspace, Loom, Zoom, ClickUp, Notion, and Gmail.

--How to apply

Please include:

- A short summary of your relevant experience.
- Examples of how you have supported a founder, executive, or project team.
- Tools you have used for project management and communication.
- Your hourly rate.
- Your weekly availability.
- A short answer to this question:
“If a developer misses a deadline and does not reply, what would you do?”
- Put the word “Follow-up” at the top of your application so we know you read the full post.

***Applications that do not follow these instructions will not be considered.