Operations & Administrative Virtual Assistant at Apex Expat Consulting

Role Summary:

• We are looking for a highly organized Operations VA to keep CTK's daily activities, customer records, training administration and management dashboard up to date.
• This person will help ensure the Founder can focus on business development and decisions rather than routine administration.

Key Responsibilities

• Monitor incoming inquiries and registrations.
• Maintain CTK's sales pipeline and operational dashboard.
• Update prospect, registration and payment status.
• Send participant confirmations, reminders and follow-up messages.
• Schedule consultations, meetings and training sessions.
• Maintain organized Google Drive/shared folders and current document versions.
• Prepare participant lists, attendance records, certificates and feedback forms.
• Help coordinate trainers, sales activities and workshop logistics.
• Prepare a short daily activity summary for management.
• Maintain the 90-day launch checklist.
• Flag genuine decisions requiring Founder approval.
• Support basic social-media and administrative activities when required.

Ideal Candidate:

• Extremely organized; good written English; comfortable with Google Docs/Sheets or Microsoft Office; professional WhatsApp/email communication; reliable follow-through; willing to learn AI tools; able to work independently without constant supervision.

Important:

• This role is not simply “answering messages.” The person will help operate CTK's internal business system