Virtual Assistant (Operations & Inbox Support)

Role Overview We are seeking a reliable, detail-oriented Virtual Assistant to support an early-stage founder who is balancing multiple projects simultaneously. This role focuses on inbox and calendar management, light operational support, and outbound scheduling responses, helping reduce daily context switching and freeing up founder time for higher-impact work. The ideal candidate is highly organized, responsive, tech-comfortable, and confident communicating on behalf of the founder across email and online platforms. This is a backend-first role, with potential to grow into light client-facing coordination as the business scales. Role Type ● Part-time 20hours per week ● Pacific Time (PST) overlap required ● Long-term growth potential as responsibilities expand Core Responsibilities Inbox & Message Management ● Manage and organize inbox communications ● Draft and send responses on behalf of the founder ● Ensure timely replies to prospects, partners, and collaborators ● Flag priority or time-sensitive messages Calendar & Scheduling Support ● Manage and maintain the founder’s calendar across multiple projects ● Coordinate calls and meetings via Calendly ● Send scheduling confirmations and follow-ups ● Keep calendars clean, accurate, and well-prioritized Platform & CRM Support ● Respond to and manage inbound prospects on platforms such as: ○ Freelance marketplaces (e.g., proposal responses, scheduling replies) ○ CRM tools used for outbound and inbound sales activity ● Save and tag relevant roles or opportunities for review ● Log basic notes and keep records organized Light Operational & Admin Tasks ● Take ownership of small, repeatable operational tasks ● Support workflow organization across multiple projects ● Assist with research, coordination, and follow-ups as needed Client & Partner Coordination (Growth Area) ● As projects expand, assist with: ○ Scheduling and logistics for partnerships or events ○ Coordinating product samples, pickups, or basic admin logistics ● Communicate clearly and professionally with external partners when required Tools & Platforms ● Google Workspace (Docs, Sheets, Gmail, Calendar) ● Calendly ● CRM tools (experience preferred, training provided) ● Freelance or marketplace platforms (experience a plus, not required) Required Qualifications ● 3+ years experience as a Virtual Assistant, Executive Assistant, or Operations Assistant ● Strong written English and professional communication skills ● Excellent calendar and time management skills ● Comfortable drafting messages on behalf of an executive ● Highly organized, dependable, and proactive ● Able to juggle multiple projects without losing detail Nice-to-Have / Future Growth Skills ● Experience supporting founders or early-stage startups ● Comfort handling light phone or video calls for logistics/admin purposes ● Interest in future expansion into social media or community coordination (not required initially) What Success Looks Like ● Inbox stays clean, responsive, and well-managed ● Calendar conflicts are eliminated and scheduling runs smoothly ● Founder spends less time on admin and context switching ● Opportunities and messages never fall through the cracks