Senior Executive Virtual Assistant

Role Summary

We are seeking an experienced Executive Virtual Assistant to
become the client's trusted right-hand support.

This role requires someone who thrives in a fast-moving
environment where priorities can change daily. Rather than performing the same
routine tasks each day, the Executive VA will serve as an all-around operations
partner, helping solve problems, coordinate logistics, conduct research, and
provide executive support whenever and wherever it is needed.

The ideal candidate is resourceful, highly organized, calm
under pressure, and capable of responding quickly when unexpected situations
arise while the client is traveling across the United States.

Key Responsibilities

Executive Support

• 
  Manage
  calendars, appointments, and scheduling.
• 
  Organize
  and prioritize emails and correspondence.
• 
  Coordinate
  meetings and prepare agendas.
• 
  Track
  action items and project deadlines.
• 
  Prepare
  documents, reports, and presentations.
• 
  Handle
  confidential information with professionalism and discretion.

Operations & Problem Solving

• 
  Respond
  to changing priorities and urgent requests throughout the day.
• 
  Research
  local vendors or service providers as needed (e.g., electricians,
  suppliers, event services, transportation, accommodations, etc.).
• 
  Quickly
  identify solutions to operational challenges during events.
• 
  Assist
  with miscellaneous business tasks as assigned.
• 
  Adapt
  to new responsibilities as business needs evolve.
• 
  Exercise
  sound judgment while keeping the client informed before making major
  decisions.

Travel Planning

• 
  Research
  and book flights, hotels, transportation, and accommodations.
• 
  Prepare
  detailed travel itineraries.
• 
  Coordinate
  travel logistics and last-minute schedule changes.
• 
  Support
  the client remotely while traveling.

Project & Team Coordination

• 
  Coordinate
  with internal team members and external partners.
• 
  Monitor
  project timelines and deliverables.
• 
  Help
  resolve day-to-day operational issues.
• 
  Follow
  up on delegated tasks to ensure completion.

Administrative Support

• 
  Organize
  digital files and business documents.
• 
  Conduct
  online research.
• 
  Maintain
  task trackers and internal documentation.
• 
  Assist
  with special projects and additional administrative duties as assigned.

Preferred Qualifications

• 
  5+
  years of Executive Virtual Assistant or Executive Assistant experience.
• 
  Exceptional
  organizational and multitasking abilities.
• 
  Outstanding
  written and verbal communication skills in American English.
• 
  Strong
  decision-making and problem-solving skills.
• 
  Ability
  to work independently with minimal supervision.
• 
  Experience
  supporting executives or business owners.
• 
  Comfortable
  working in a dynamic environment where priorities frequently change.
• 
  Able
  to follow direction while also taking initiative when appropriate.
• 
  Strong
  internet research skills with the ability to quickly locate accurate
  information.
• 
  Excellent
  judgment regarding when to execute independently and when to seek
  clarification.
• 
  Experience
  supporting businesses with frequent travel or live events is highly
  preferred.

Communication & Work Style Expectations

Success in these roles requires candidates who:

• 
  Communicate
  proactively and professionally.
• 
  Ask
  clarifying questions before proceeding when instructions are unclear.
• 
  Follow
  established processes rather than making assumptions.
• 
  Can
  shift priorities quickly as business needs change.
• 
  Are
  dependable, responsive, and comfortable working independently.
• 
  Maintain
  regular communication while respecting the client's schedule.
• 
  Can
  be reached within a reasonable timeframe during active event periods, even
  while working a flexible schedule.

Ideal Candidate Profile

We are looking for professionals who are:

• 
  Trustworthy
  and dependable.
• 
  Exceptionally
  organized and detail-oriented.
• 
  Flexible
  and adaptable in a rapidly changing environment.
• 
  Strong
  communicators with excellent written American English.
• 
  Comfortable
  following detailed instructions and established workflows.
• 
  Resourceful
  problem-solvers who know when to take initiative and when to seek
  clarification.
• 
  Responsive
  and reliable, especially during busy event periods.
• 
  Able
  to work independently while remaining aligned with the client's
  priorities.
• 
  Interested
  in building a long-term working relationship as the business continues to
  grow.