Executive Virtual Assistant

We’re hiring an Executive Virtual Assistant to support the founder of a non-profit firm that helps organizations align strategy, leadership, and culture to create meaningful impact.

This role is ideal for someone who is highly organized, detail-oriented, and proactive, with exceptional communication skills and the ability to manage executive schedules and communications efficiently. You will serve as a trusted administrative partner, ensuring the executive's calendar, appointments, and inbox are well-managed so they can focus on delivering high-value consulting and leadership initiatives.

Work schedule

• Approximately 5 hours per week
• Flexible schedule with availability to support scheduling needs during U.S. business hours when necessary
• Remote work arrangement

Responsibilities:

• Manage and maintain the executive's calendar, including scheduling, rescheduling, and coordinating appointments across multiple time zones
• Monitor and organize email inboxes, prioritize communications, and draft professional responses on behalf of the executive
• Coordinate meetings, discovery calls, client appointments, and speaking engagements
• Send meeting confirmations, reminders, and follow-up communications to clients and stakeholders
• Identify scheduling conflicts and proactively recommend solutions
• Maintain accurate records of appointments, contacts, and meeting details
• Coordinate with clients, partners, and team members to ensure seamless scheduling and communication
• Assist with basic administrative tasks related to calendar and inbox management
• Ensure urgent requests and time-sensitive communications are addressed promptly
• Support the executive in staying organized, focused, and responsive to key priorities

Qualifications:

• Minimum of 2 years of experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or similar support role
• Proven experience managing executive calendars and inboxes for senior leaders or business owners
• Excellent written and verbal English communication skills
• Strong organizational and time-management abilities
• High attention to detail and ability to maintain confidentiality
• Ability to work independently with minimal supervision
• Professional, proactive, and resourceful mindset
• Experience with Google Workspace (Gmail, Google Calendar, Google Drive) required
• Familiarity with scheduling tools such as Calendly, Zoom, and Microsoft Outlook is preferred
• Experience supporting coaches, consultants, or professional service businesses is a plus

Technical Requirements

Computer/Laptop

• Processor: Intel Core i5 or equivalent and above
• RAM: 8GB or higher
• Storage: 256GB SSD or higher
• Operating System: Windows 10/11 or macOS
• Display: 13-inch or larger screen

Internet

• Minimum 10 Mbps download and 5 Mbps upload speed
• Reliable backup internet connection preferred

Accessories

• Noise-canceling headset with microphone
• Webcam

Work Setup

• Quiet, distraction-free workspace
• Professional and reliable remote working environment
• Ability to attend virtual meetings when required