Virtual assistant

Company

Virtustant

Salary / Compensation

• Salary not specified

Overview / Job Description

Virtustant is recruiting for a client that manages a diverse portfolio of businesses, including a Pilates studio, commercial real estate holdings, and an Amazon store. The organization operates across multiple entities and requires strong administrative coordination due to complex financial, operational, and legal responsibilities.

The Executive Assistant role is a full-time remote position focused on providing high-level administrative, financial, and operational support across multiple business units. The role requires strong organizational skills, attention to detail, and experience working with accounting and payroll systems. The ideal candidate is proactive, reliable, and capable of managing structured business processes independently.

Responsibilities

Executive & Administrative Support

• Manage email communications across multiple business entities
• Consolidate and organize information from various business platforms
• Provide general executive-level administrative support
• Coordinate day-to-day business operations across multiple companies

Financial Administration & Reporting

• Perform monthly reporting and cash accounting reconciliations
• Support financial tracking and record-keeping processes
• Assist in maintaining accurate financial documentation across businesses
• Support structured financial reporting activities

Tax & Compliance Support

• Assist with yearly tax-related tasks across multiple companies
• Support business license renewals and compliance documentation
• Help ensure administrative compliance across entities
• Coordinate documentation required for external accountants or advisors

Payroll & HR Support

• Manage payroll processing for employees using ADP
• Ensure accurate payroll execution for convenience store staff
• Support employee-related administrative tasks as needed
• Maintain payroll records and ensure consistency in reporting

Systems & Business Tools Management

• Work with accounting software such as QuickBooks
• Use tools such as Clover and ADP for operational processes
• Support business process management across multiple platforms
• Ensure proper documentation and data entry across systems

Requirements

Experience

• Proven experience as an Executive Assistant or in a similar administrative role
• Experience supporting multiple business entities or complex operations
• Experience working with accounting, payroll, or financial systems

Technical Skills

• Familiarity with QuickBooks
• Experience with payroll systems such as ADP
• Familiarity with POS or business tools such as Clover (preferred)
• Strong proficiency in managing digital business systems and tools

Skills & Competencies

• Strong organizational and multitasking abilities
• High attention to detail and accuracy
• Strong written and verbal English communication skills
• Ability to manage confidential and sensitive information
• Ability to work independently and handle complex workflows
• Strong problem-solving and coordination skills
• Ability to prioritize tasks across multiple businesses

Personality & Work Style

• Mature, grounded, and dependable individual
• Strong sense of responsibility and accountability
• Calm and structured approach to administrative work
• Ability to manage high-volume and varied tasks
• Preferably someone with broader life or work experience

Candidate Profile

You SHOULD Apply If

• You have strong executive or administrative assistant experience
• You are comfortable handling financial and payroll systems
• You can manage multiple business operations simultaneously
• You are highly organized and detail-oriented
• You are reliable, independent, and consistent in execution
• You are comfortable working with structured processes and reporting

You Should NOT Apply If

• You lack experience with administrative or executive support roles
• You are uncomfortable working with financial or payroll systems
• You struggle with multitasking across different business areas
• You are not detail-oriented or organized
• You prefer unstructured or purely creative roles

Other Information

Working Conditions

• Fully remote position
• Full-time role (40 hours per week)
• Preferred schedule: 9:00 a.m. – 5:00 p.m. Eastern Time
• Some initial flexibility available

Application Process

• Short online application form (under 5 minutes)

Additional Benefits / Highlights

• Remote work flexibility
• Opportunity to support multiple business types (retail, real estate, fitness, e-commerce)
• Exposure to financial systems, payroll, and multi-entity operations
• Hands-on experience with QuickBooks, ADP, and Clover
• Stable full-time remote administrative role
• Opportunity to work closely with complex business operations