Administrative & Executive Support Services

Job Overview

We are seeking a highly organized, proactive, and detail-oriented Executive Virtual Assistant (VA) to provide premium Administrative and Executive Support Services. In this role, you will act as the operational backbone for our leadership team, managing day-to-day administrative tasks, streamlining communication channels, and optimizing executive workflows.

The ideal candidate is a self-starter who thrives in a fast-paced remote environment, possesses exceptional communication skills, and understands how to leverage modern productivity software and AI tools to maximize efficiency. If you are a master of time management, an expert problem solver, and can maintain absolute confidentiality, we want you on our team.

Core Duties and Responsibilities

1. Executive Calendar Management & Scheduling

• Grid Optimization: Manage, coordinate, and safeguard complex corporate calendars across multiple time zones.
• Conflict Resolution: Proactively resolve scheduling conflicts, gatekeep executive time against low-priority interruptions, and ensure adequate buffer time between meetings.
• Meeting Logistics: Coordinate external and internal meetings, issue calendar invites with clear agendas, and prepare necessary background briefs or documentation ahead of time.

2. Strategic Inbox Triage & Communication Management

• Email Filtering: Act as the primary gatekeeper for the executive inbox—sorting, archiving, prioritizing, and flagging critical emails.
• Drafting & Correspondence: Draft professional email responses, internal announcements, and client follow-ups on behalf of leadership.
• CRM & Contact Maintenance: Keep corporate contact lists up to date and log communication history within the company’s CRM platform (e.g., Hubspot, Salesforce).

3. Travel Coordination & Logistics

• Itinerary Planning: Research, book, and compile comprehensive travel itineraries including flights, accommodation, ground transportation, and dining reservations.
• Visa & Expense Management: Ensure necessary travel documentation (visas, corporate loyalty accounts) is updated and handle post-trip expense reporting.

4. General Administrative & Project Support

• Document Preparation: Create, format, and edit professional slide decks (Google Slides/PowerPoint), spreadsheets (Excel/Google Sheets), and corporate reports.
• Project Tracking: Monitor project timelines and follow up with team members on outstanding deliverables using project management tools (e.g., Asana, ClickUp, Monday.com).
• Data Entry & File Organization: Maintain a pristine cloud storage system (Google Drive/Dropbox), ensuring files are logically structured and secure.

5. Meeting Coordination & Minutes

• Attendance at key executive meetings to take accurate, concise meeting minutes.
• Extract action items and assign tasks to relevant team members, tracking progress to completion.

Required Skills and Qualifications

• Experience: Minimum 3+ years of experience as a Virtual Assistant, Executive Assistant, or in a similar remote administrative support role.
• Communication: Exceptional written and verbal English communication skills with a polished, professional tone.
• Software Proficiency:
  • Google Workspace / Microsoft 365 (Advanced knowledge of Docs/Word, Sheets/Excel, Slides/PowerPoint).
  • Project Management Software: Asana, ClickUp, Trello, or Slack.
  • Scheduling Tools: Calendly, Motion, or Google Calendar.
• Tech-Savviness: Comfortable adopting new digital platforms quickly. Familiarity with AI productivity tools (such as using ChatGPT or Claude for drafting layouts, summarizing transcripts, or email outline structuring) is highly valued.
• Soft Skills: High emotional intelligence, absolute discretion when handling sensitive/confidential data, exceptional time-management, and a sharp eye for detail.

Technical & Remote Work Requirements

• A reliable, high-speed internet connection (minimum 25-50 Mbps download speed).
• A dedicated, quiet home office setup free from background noise.
• A modern computer/laptop with up-to-date operating systems (Windows 10/11 or macOS).
• A backup power source or alternative internet solution to ensure seamless operational continuity.