Job Description

We’re hiring an Executive Virtual Assistant to support an executive in managing day-to-day business and personal operations. This role is ideal for someone who is highly organized, proactive, and tech-savvy, with the ability to anticipate needs and keep priorities moving forward. You’ll play a key role in streamlining workflows, managing communications, and providing reliable administrative and operational support to help the executive stay focused on high-impact work.

Work Schedule

• Part-time to full-time (20-40 hours per week), depending on business needs and performance
• Monday to Friday
• Schedule aligned with the executive’s business hours (may vary by client)

Responsibilities

• Manage the executive’s calendar and inbox, including scheduling, rescheduling, and drafting professional responses
• Coordinate meetings, appointment, and reminders to ensure priorities are met and deadlines are not missed
• Track tasks, follow-ups, and small projects using project management tools (e.g., Notion, ClickUp, Asana)
• Create, update, and maintain documentation for recurring processes and workflows
• Prepare reports, summaries, and basic presentations as needed
• Conduct online research and compile findings to support business and personal decisions
• Organize files, documents, and records for easy access and reference
• Assist with travel planning, itineraries, confirmations, and expense tracking
• Serve as a point of contact for clients, vendors, partners, or stakeholders when needed
• Support project coordination and help ensure action items are followed through
• Assist with personal administrative tasks such as appointment scheduling, vendor sourcing, and online errands
• Participate in planning or brainstorming sessions to help prioritize initiatives and improve efficiency
• Ensure daily operations run smoothly by anticipating needs and resolving issues proactively

Qualifications

• Bachelor’s degree in Business Administration, Communication, or related field preferred but not required
• 2 years of experience as a Executive Assistant, Virtual Assistant, or in similar administrative or operations role
• Strong proficiency in productivity and collaboration tools (e.g. Google Workspace, Microsoft 365, Notion)
• Excellent written and verbal English communication skills
• Highly organized, proactive, and able to work independently with minimal supervision
• Strong attention to detail and ability to manage multiple priorities
• Professional, reliable, and discreet when handling sensitive information

Computer/laptop

Processor: Intel Core i5 or higher

RAM: 8GB or higher

Storage: 256GB SSD or higher Operating

System: Windows 10 or macOS

Display: 13-inch or larger screen size with a resolution of 1920x1080 or higher

Battery Life: Minimum of 8 hours

Internet

10 Mbps download and 5 Mbps upload

Accessories

Webcam

Noise-canceling headset with mic

Work set-up

Professional/presentable background

Quiet and distraction-free area