Administrative/Executive Assistant
VAVAA Group of Companies is looking for an enthusiastic and highly organized, Administrative & Executive Assistant who can help manage day-to-day business operations, scheduling, communications, and administrative responsibilities across up to 8 active companies.
The ideal candidate must be able to work independently, stay ahead of deadlines, follow up consistently, and ensure that tasks are completed
Key Responsibilities
1. Training & Employee Coordination
* Assist Human Resources team with scheduling employee training sessions.
* Contact trainees to confirm their attendance.
* Follow up with individuals who have not responded.
* Coordinate rescheduling and maintain accurate training records.
* Ensure Human Resources team is kept informed of upcoming training sessions and attendance.
2. Email & Communication Management
* Monitor and organize business emails across multiple companies.
* Respond to routine inquiries and flag important matters requiring my attention.
* Follow up on outstanding emails until matters are resolved.
* Maintain professional communication with employees, vendors, dealers, and business partners.
3. Invoice & Dealer Follow-Ups
* Follow up with dealerships regarding outstanding invoices, payments, and documentation.
* Track pending invoices and ensure they are processed on time.
* Communicate with accounting teams when necessary.
* Maintain an organized record of outstanding financial matters.
4. Task Management & Accountability
* Maintain a centralized list of pending tasks across all companies.
* Follow up with the appropriate individuals until each task is completed.
* Track deadlines and provide reminders before items become overdue.
* Provide regular updates on outstanding matters.
* Take initiative to identify issues that require attention rather than waiting for instructions.
5. Scheduling, Travel & Bookings
* Manage Executive team business and personal calendar.
* Schedule meetings, appointments, and important business commitments.
* Coordinate travel arrangements, including flights, hotels, transportation, and reservations.
* Handle changes, cancellations, and confirmations.
* Ensure there are no scheduling conflicts.
6. Corporate Documentation & Organization
* Organize and maintain corporate documents for all active companies.
* Track business licences, insurance documents, contracts, registrations, and renewal dates.
* Maintain an organized digital filing system for each company.
* Ensure important documents are easily accessible when required.
* Coordinate with accountants, lawyers, insurance brokers, and other professionals as needed.
Pay: $22.00-$29.00 per hour
Expected hours: 40.0 per week
Work Location: In person
