Virtual Assistant – Operations & Workflow Specialist
Job Description
The Virtual Assistant – Operations & Workflow Specialist is a virtual assistant who takes ownership of operational systems, workflows, and execution across teams. This role goes beyond admin support—this person ensures processes run smoothly, data is accurate, stakeholders are aligned, and operations scale with consistency.
At Yokly, Operators think in systems, outcomes, and accountability. They proactively improve workflows, maintain SOPs, track KPIs, and serve as a reliable operational backbone for growing teams.
🎯 What You’ll Own (Key Responsibilities)
Operations & Process Ownership
- Build, document, and continuously improve SOPs and workflows
- Maintain up-to-date process documentation for cross-team use
- Identify inefficiencies and recommend operational improvements
- Ensure processes are followed and refined as the business scales
Project & Workflow Management
- Track recurring tasks, projects, and deliverables across teams
- Own timelines, follow-ups, and reporting loops
- Coordinate with internal teams, vendors, and external partners
- Support incident management, ticketing, and internal operations
- Data, Reporting & Quality Assurance
- Maintain dashboards, trackers, and KPI reports
- Perform data QA, reconciliation, and back-office checks
- Generate operational reports using Google Sheets or Excel
- Ensure accuracy of records, budgets, billing, and internal databases
Advanced Admin & Coordination
- Calendar management for managers or team leads
- Event, travel, and logistics coordination when needed
- Act as a point of contact between leadership, teams, and partners
- Manage internal documentation and operational records
Proactive Ownership
- Anticipate issues before they escalate
- Follow up without being prompted
- Flag risks, gaps, or delays early
- Operate with a “solve, not just do” mindset
🧠 What We’re Looking For (Ideal Profile)
Core Traits
-Highly process-oriented and detail-driven
- Proactive, reliable, and comfortable owning outcomes
- Organized, structured, and calm under pressure
- Communicates clearly across teams and stakeholders
Technical & Tool Proficiency
- Intermediate to advanced Google Sheets / Excel
- Formulas, pivot tables, conditional formatting
- Experience with tools such as:
- CRMs (HubSpot or similar)
- Accounting or billing tools (e.g., Xero)
- Ticketing systems (Zendesk, Intercom, or equivalent)
- Project tools (Notion, ClickUp, Airtable)
- Comfortable handling databases, trackers, and dashboards
Experience That Fits This Role
- At least 1 year in Operations, Executive Assistant, Admin, or Ops Support
- Experience supporting multiple managers or departments
Background in:
- Process documentation
- Incident or ticket management
- Budget tracking, billing, or reconciliation
Cross-team coordination
- Exposure to SaaS, BPO, or fast-paced remote environments is a plus
🌱 Why This Role Exists
This role is best for:
- Growing teams with established (but evolving) processes
- Business units that need consistency, ownership, and follow-through
- Leaders who want to delegate operations, not just tasks
💛 Life at Yokly
At Yokly, we believe great operators are care-driven professionals. We value:
- Ownership over micromanagement
- Clarity over chaos
- Systems over shortcuts
- People-first collaboration
Every candidate is treated with respect, transparency, and care—whether they move forward or not.