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 significant 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

📌 Administrative/Executive Assistant (Surrey)
🏢 Amazon DSP
📍 Surrey