VaVa Virtual Assistants

ONLINE BUSINESS MANAGER

Remote - Contracted

ONLINE BUSINESS MANAGER

Independent Contractor | Remote | Minimum 20 Hours/Week

This is an independent contractor (1099) position. VaVa contractors are responsible for managing their own taxes, benefits, and business expenses.

VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia, built on the belief that businesses thrive when they have the right support behind them. We connect clients across industries with skilled virtual professionals who bring genuine expertise to the work. Our team may be distributed, but the culture is deeply connected through daily conversation, project collaboration, and regular all-company virtual gatherings.

We are looking for an experienced Online Business Manager who can step into a client's operation and build the infrastructure it needs to function without chaos. Your work centers on designing systems, establishing accountability, and ensuring that teams and projects move forward with consistency. Clients at this level need someone who can own outcomes independently, and that distinction shapes everything about how this role operates.

Beyond your client work, you will be part of a contractor community that genuinely invests in one another's success. Regular calls with clients and fellow contractors keep you connected to the broader VaVa team, and every interaction is an opportunity to reflect our mission, vision, and values.

Please review the requirements and qualifications below carefully, as they reflect what it truly takes to succeed in this role. We appreciate your interest in joining the team.

EXPECTATIONS

Represent VaVa Virtual Assistants in a Positive and Professional Manner

  • Model a high standard of professionalism that reflects well on both VaVa and the client's organization
  • Ensure all communication, whether with clients or their teams, upholds VaVa's values and expectations
  • Contribute meaningfully to VaVa's contractor culture as a senior-level voice within our online community

Take Ownership of Client Satisfaction

  • Own client outcomes, not just tasks; your measure of success is whether the client's operation runs better because of your involvement
  • Develop a working understanding of each client's business well enough to surface needs they may not have identified themselves
  • Resolve operational challenges decisively and implement solutions that prevent the same issues from recurring
  • Proactively manage engagement hours with a strategic eye, identifying when scope shifts warrant a conversation about adjusting the service model

RESPONSIBILITIES

  • Audit existing client workflows and identify gaps, redundancies, or bottlenecks that are limiting business efficiency
  • Design and implement operational systems, standard operating procedures, and repeatable processes that allow the business to run without the founder's constant involvement
  • Oversee project timelines, deliverables, and team accountability, ensuring milestones are met and progress is visible to all stakeholders
  • Manage and coordinate the client's internal team or contractors, providing direction, feedback, and structure where it is missing
  • Serve as the primary operational point of contact between the client and their team, external vendors, and service providers
  • Maintain and optimize tools across project management, communication, and automation platforms to support a more efficient operation
  • Handle sensitive business information, including operational data, financials, and personnel matters, with full confidentiality
  • Identify when projects are drifting off course and course-correct with minimal disruption to the client or their team
  • Gather and synthesize operational data to surface trends, flag risks, and support better decision-making by the client
  • Build and manage launch plans, campaign timelines, or program rollouts from initial planning through execution and debrief
  • Coordinate complex scheduling across multiple stakeholders, ensuring the client's time is protected and prioritized appropriately
  • Draft internal communications, team updates, process documentation, and client-facing materials as needed
  • Demonstrate flexibility as client needs shift, adjusting priorities and resources without losing momentum on ongoing work
  • Provide a clear, consistent operational picture to the client so they always understand where the business stands without having to dig for the information
  • Collaborate with fellow VaVa contractors when engagements benefit from additional or specialized support

GENERAL QUALIFICATIONS

  • Must reside and be authorized to work in the United States
  • At least 5 years of demonstrated experience in operations, project management, or business management, including experience managing people or systems rather than participating in them exclusively
  • At least 3 years of experience working full-time in a virtual or remote capacity
  • Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients

TECHNICAL QUALIFICATIONS

Must Have

  • Proficiency in Google Workspace and Microsoft Office, with the ability to build templates, reporting documents, and operational resources for client use
  • Confident and experienced use of Slack and Zoom in a team coordination and leadership capacity
  • Hands-on experience setting up, managing, and optimizing CRM tools across more than one platform; the ability to configure a system, not just operate within one
  • Hands-on experience building and managing workflows within project management platforms such as Asana, ClickUp, Notion, Monday.com, or Trello; preference for candidates who have migrated teams onto new systems
  • Demonstrated experience with automation tools such as Zapier or an equivalent, including building multi-step workflows that reduce manual effort
  • General AI literacy with demonstrated or developing ability to apply AI tools to business workflows, process documentation, or operational efficiency
  • Ability to produce and maintain SOPs, process maps, and operational documentation within digital tools

Preferred

  • Experience coordinating or overseeing virtual events or webinars at an operational level
  • Familiarity with data reporting tools or dashboards used to surface business performance insights
  • Exposure to financial tracking tools or basic budget management within a small business context

EDUCATION

A degree is not required. Candidates should demonstrate a track record of operational impact, not just task completion. Relevant certifications carry meaningful weight at this level, particularly in project management (PMP, CAPM), operations, or platform-specific credentials such as HubSpot, Asana, or ClickUp certifications. A commitment to ongoing learning and staying current with evolving tools is a baseline expectation.

Apply: ONLINE BUSINESS MANAGER
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When you begin working with a new client who has no documented systems, an overwhelmed team, and no clear process for anything, what do you do first? Walk us through your approach for the first two weeks.*
A client you have been working with for a while has a team of four others. You have noticed that two of them are consistently missing deadlines, but the client has not said anything to you about it and does not appear aware of the pattern. What do you do?*
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