Executive Operations Virtual Manager

About the role

We are looking for an Executive Operations Virtual Manager to take end‑to‑end ownership of administrative, field support, billing and executive functions. This proactive problem‑solver will act as a strategic right‑hand to senior leadership, enforce internal controls and manage multi‑departmental workflows.

Key responsibilities

• Gather and verify client documentation for accounts receivable and compliance billing, including DFW Airport requirements.
• Review aging AR reports, track balances and conduct systematic follow‑ups to ensure timely payment.
• Maintain daily and weekly multi‑site field work verification, progress reports and airport compliance logs.
• Oversee payroll administration, timecard verification, employee records, recruitment logistics and onboarding workflows.
• Track work orders from assignment to completion, ensuring documentation such as signed notes, photos and crew hours.
• Handle inbound leads, qualify prospects, prepare estimates and proposals, and monitor unsigned proposals.
• Manage executive calendars, task priority lists and synthesize departmental updates into concise summaries.
• Maintain safety records, incident reports, licenses, certifications and insurance policies, escalating critical issues promptly.

Required profile

• Bilingual fluency in English and Spanish (read, write, speak).
• 5+ years senior administrative experience managing business operations, executive support, AR, HR/payroll or office administration.
• Proficiency with HubSpot CRM for lead tracking, communications and workflow scheduling.
• Strong leadership presence with ability to own workflows without direct supervision.

Required skills

• HubSpot CRM

What we offer

• Starting rate of $7.00‑$9.00 per hour.
• Health allowance.
• Retention bonus.
• Performance‑based pay raises at month 3, years 1 and 2.