CPT-11783 Executive & Operations Virtual Assistant

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Title: CPT-11783 Executive & Operations Virtual Assistant

Independent Contractor – CPT-11783 Executive & Operations Virtual Assistant/Business Support VA/Junior-Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A fast-paced logistics and last-mile delivery company operating an electric cargo bike delivery program in New York City is seeking a full-time Executive & Operations VA to provide administrative and operational support directly to the CEO.

The immediate priority is scheduling and attendance support while an existing team member is on leave. As those responsibilities transition back, the VA will shift toward broader executive support, including inbox and calendar management, follow-up, vendor coordination, paperwork, reporting, and recurring administrative tasks.

The client uses AI extensively throughout the business, including Claude and AI-supported scheduling workflows. The ideal candidate must be comfortable using AI as part of their everyday work and have experience supporting a U.S.-based business.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Scheduling & Attendance Support

• Monitor scheduling requests, shift swaps, time-off requests, and availability changes
• Post and track open shifts based on staffing needs
• Identify same-day coverage gaps and escalate urgent issues
• Track call-outs, no-shows, and attendance activity
• Maintain accurate scheduling and attendance records
• Communicate routine scheduling updates using established procedures

Executive & Administrative Support

• Monitor and organize the CEO’s inbox
• Draft routine responses and flag urgent or important messages
• Manage calendar requests and meeting coordination
• Maintain follow-up lists and track outstanding action items
• Assist with recurring paperwork, reports, and administrative tasks
• Provide dependable coverage when the CEO is busy or unavailable

Vendor & Operations Support

• Follow up with vendors and other business partners on outstanding items
• Open and track repair or service tickets
• Organize delivery manifests, recurring reports, and shared files
• Collect documentation needed for recurring reporting and reconciliation
• Help ensure operational tasks continue moving through completion

AI-Assisted Support

• Use Claude and other approved AI tools for drafting, summarizing, organizing information, and preparing reports
• Work within existing AI-supported scheduling and administrative workflows
• Review AI-generated information for accuracy
• Learn and adapt to new AI workflows created by the client
• Help identify opportunities to make recurring administrative work more efficient

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• 2+ years as a remote executive or operations assistant for a U.S. company required
• Strong written English for short, clear, and polite messages to delivery associates required
• Fluency in Google Sheets (filters, lookups, basic formulas) and Gmail required
• Comfort using AI tools such as Claude or ChatGPT in daily work required
• Comfortable following written rules and escalating anything outside them required
• Available for the full shift with backup power and internet required
• Experience with Sling or another shift-scheduling tool preferred
• Logistics, delivery, or staffing-agency experience, especially with Amazon DSPs, preferred

IDEAL CANDIDATE PROFILE

• Highly reliable, organized, and responsive
• Experienced supporting executives or operations for a U.S.-based business
• Comfortable working in a fast-paced environment with a large hourly workforce
• Strong judgment regarding what can be handled independently versus escalated
• Direct and efficient communicator
• Comfortable learning detailed SOPs and operational processes
• Highly comfortable using AI in everyday work
• Familiar with U.S. business and workplace culture

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• Sling (Training Provided)
• Google Workspace (Gmail, Calendar, Sheets, Drive)
• Slack
• Claude (Client Team Account)
• ADP (Read-Only)
• Papaya (E-Bike Repair Tickets)
• Password Manager (Client-Provided)

Work Schedule

• Contracted Hours per Week: 40 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 7:00 AM–3:30 PM ET

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
• Contracted Hours per Week: 40 hours/week
• Daily Working Time: 7:00 AM–3:30 PM ET
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English Required (Spanish a Plus)
• ACCENT PREFERENCE: Level A–C (Strong Written English Required)
• REGION PREFERENCES: Offshore or Nearshore

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!