Job Description

A growing professional services firm specializing in public affairs and government relations is seeking an Executive Virtual Assistant to help streamline administrative support and strengthen systems for day-to-day operations.

This role will begin with a focus on email management, inbox organization, contact management, and workflow optimization. Over time, responsibilities may expand to include calendar management, administrative procedures, project management, client service support, marketing, social media, and research.

The ideal candidate is a proactive, highly organized professional who can take ownership of workflows, recommend best practices, build structure, and operate with discretion in a fast-paced professional services environment.

Work Schedule:

• Schedule is TBA
• 20 hours per week with potential to scale to full-time
• Monday to Friday
• US Pacific Business Hours

Responsibilities

• Recommend tools, systems, and best practices to help the firm streamline workflows and scale administrative support
• Manage and organize a high-volume inbox, including triaging emails, prioritizing client and congressional communications, and tracking required follow-ups
• Convert emails into action items, calendar events, reminders, and task management entries so important items do not get lost
• Organize, de-duplicate, and maintain contact lists, including client contacts, congressional staff contacts, and political or volunteer event lists
• Coordinate and manage the executive’s calendar, including scheduling, meeting preparation, agenda support, and routine client touchpoints
• Track important public sector events, policy conferences, fly-ins, and relevant client or delegation deadlines
• Create SOPs, administrative procedures, and workflow documentation for recurring tasks and future team support
• Support travel booking, out-of-office procedures, billing administration, contract organization, and other administrative tasks
• Recommend and help manage task or project management tools to track client requests, deadlines, deliverables, and follow-up items
• Set up and manage Google News alerts related to clients, delegations, funding opportunities, and relevant policy issues
• Support client service activities, including maintaining client snapshots, tracking funding wins, coordinating Zoom briefings, and organizing project materials
• Assist with marketing and business development tasks, including LinkedIn content, website updates, proposal content, testimonials, branded materials, and competitive research
• Conduct research as needed, including tracking RFPs, LDA reports, municipal updates, client board meetings, council activity, and potential client opportunities
• Maintain discretion and professionalism when handling confidential communications, client information, and sensitive stakeholder relationships

Qualifications:

• Minimum 2 years of experience supporting executives, founders, senior leaders, or professional services firms
• Experience with inbox management, calendar management, contact management, and administrative systems
• Strong written and verbal English communication skills with excellent attention to detail
• Proven ability to prioritize competing tasks, follow through, and prevent important items from slipping through the cracks
• Comfortable recommending tools, creating SOPs, documenting workflows, and improving administrative processes
• Experience working remotely and collaborating across time zones with high reliability and accountability
• High level of professionalism, discretion, and confidentiality
• Familiarity with public affairs, government relations, consulting, public sector clients, congressional offices, hospitals, or municipal government is a plus
• Experience with marketing, LinkedIn, research, project management, CRM/contact management tools, or AI productivity tools is a plus

Tools & Software:

The ideal candidate should be comfortable with or able to quickly learn tools such as Microsoft 365, Outlook, Gmail, Google Workspace, Apple Calendar and Contacts, Zoom, LinkedIn, Google Alerts, task management software, CRM/contact management tools, and AI productivity tools.

Equipment Requirements:

Computer/laptop Processor: Intel Core i5 or higher RAM: 8GB or higher Storage: 256GB SSD or higher Operating System: Windows 10 or newer, or macOS Display: 13-inch or larger screen with 1920x1080 resolution or higher preferred Battery Life: Minimum of 8 hours preferred

Internet Minimum 10 Mbps download and 5 Mbps upload with a stable connection

Accessories Webcam Noise-canceling headset with microphone

Work setup Professional/presentable background Quiet and distraction-free workspace