Operations Virtual Assistant: The Secret to Scaling Without Burning Out
If you're a founder, CEO, or busy team leader, you've probably hit the point where wearing all the hats just isn't working anymore. Your business is growing (amazing!), but the systems, structure, and day-to-day moving pieces are starting to weigh you down. That’s where an Operations VA comes in—and trust me, this hire will make all the difference for your productivity.
As a founder and CEO myself, an Operations VA was actually my very first hire. I remember sitting at my kitchen table with a toddler in one arm, a laptop in the other, trying to find time to send an invoice, schedule a client call, and respond to that Slack message from 3 days ago. I knew things were falling through the cracks, and I also knew someone with more mental capacity could probably make things run smoother. I also knew I needed more time to focus on growing my business, not just handling the daily operations of it. My business wasn’t what it could be and it wasn’t because I didn’t care, but because I was doing everything.
Hiring my Operations VA changed everything. She became my right-hand woman. She built the processes, cleaned up my messy systems (or lack thereof), kept projects on track, and reminded me to stop answering emails at 11 p.m. She created breathing room in my schedule—and more importantly, in my brain. Honestly, Alpine wouldn’t be what it is today without her. That first internal hire (who is still killing it today) laid the foundation for the kind of support we now give our own clients. So when I say an Operations VA can transform your business, I’m not speaking in theory. I’ve lived it.
What is an Operations VA?
An Operations Virtual Assistant is your behind-the-scenes powerhouse. Think of them as your right hand—someone who keeps everything running on time so you can focus on strategy, growth, and the parts of the business only you can do.
They don’t just “do tasks”—they manage projects, implement systems, clean up processes, and help the business breathe.
What Can an Operations VA Do?
Here are just a few of the areas they can support:
Project Management: Creating timelines, assigning tasks, keeping everyone on track
SOP Creation: Documenting workflows and repeatable processes to increase efficiency
System Setup: Implementing tools like Asana, Trello, ClickUp, Airtable, Slack, etc.
Team Coordination: Acting as a liaison between team members, freelancers, or departments
Reporting & Metrics: Tracking KPIs, pulling reports, and helping you see the data that matters
Hiring & Onboarding: Assisting with hiring processes, onboarding, and team structure
If you’ve ever said, “I know we need systems, but I don’t have time to build them,” then an Ops VA is exactly what you need.
How to Know You’re Ready
You might be ready to hire an Operations VA if:
You’re the bottleneck in your own business
You spend more time managing than creating or leading
Your to-do list is full of “set up this system” or “follow up with X” tasks that keep falling through the cracks
You know you need to scale but don’t want to burn out or start dropping balls
What to Look for in the Right VA
When you're hiring for this role, you're not just looking for someone who's task-oriented—you need a strategic thinker with strong follow-through. Look for someone who is:
Process-minded: Loves finding smarter, faster ways to do things
Detail-oriented: Can spot gaps or issues before they become problems
Proactive: Doesn’t wait to be told what to fix
Tech-savvy: Comfortable setting up and managing multiple platforms
Communicative: Keeps you updated without hand-holding
At Alpine Virtual, we vet our VAs through a five-step process and only bring in about 1% of applicants. Our Operations VAs aren’t just good—they’re excellent.
The Takeaway
Hiring an Operations VA isn’t just about outsourcing—it’s about gaining capacity, clarity, and peace of mind. When the systems of your business are completely handled, you can finally focus on growth without chaos. Hiring the perfect person can be incredibly overwhelming, but you don’t have to do this alone. At Alpine, we’ll help you find the right VA with the right skill set, communication style, and availability so you’re not just filling a role—you’re building a true partnership.
Ready to stop juggling and start scaling? Let’s chat about finding the right Operations VA for your business.
