Virtual Assistant - Operations Associate

We are a growing digital media agency that values efficiency, creativity, and collaboration. We specialize in delivering high-quality marketing, paid media solutions to medium-sized businesses. We are looking for a motivated and organized Virtual Assistant - Operations Associate to join our team and support our operational and administrative functions. At first, you will be the executive assistant supporting Amy, our Director of Operations and our first priority is to ensure a smooth transition from Meghan to Amy, Meghan is leaving the company.

Key Responsibilities:

Manage and organize projects using Asana or similar project management tools.
Assist with day-to-day operations, including scheduling, reporting, and documentation.
Handle onboarding and offboarding tasks
Support the leadership team with operational tasks and process improvement initiatives.
Oversee financial administrative tasks, including paying bills and tracking invoices.
Monitor client payments to ensure accounts are current.
Collaborate with clients to resolve overdue invoices, including sending reminders and managing collections if necessary.
Maintain accurate financial records and provide reports on payment statuses.
Coordinate with external accountants or finance teams as needed.
Manage office culture initiatives, such as establishing a monthly book club cadence: selecting the book, purchasing copies, and distributing them to team members.
Coordinate and oversee other team engagement activities and initiatives.
Handle general office management tasks, such as ordering supplies, organizing team events (virtual or in-person), and maintaining team schedules.
Facilitate client onboarding processes, including gathering necessary documentation, setting up accounts, and communicating with clients during onboarding.
Serve as a point of contact for client inquiries, providing exceptional service and maintaining client satisfaction.
Assist in managing client projects post-onboarding, ensuring smooth transitions and timely completion.

Qualifications:
Proven experience as a Virtual Assistant, Operations Associate, or similar role.
Familiarity with digital media agencies or marketing environments is a plus.
Proficient in Asana or similar project management tools.
Experience in financial administration, including invoicing, payment tracking, and collections.
Demonstrated ability to provide excellent client services and manage client onboarding processes.
Ability to coordinate team engagement activities and foster a positive work culture.