Executive Assistant (Virtual)

Executive Assistant (Virtual) – Independent Contractor
We are seeking a highly organized, detail-oriented Executive Assistant to provide high-level support to a busy motivational speaker, author, and recording artist. This is a remote, part-time independent contractor role with flexible hours, ideal for someone who thrives behind the scenes and knows how to keep operations smooth, schedules aligned, and communications professional.

Key Responsibilities
???? Executive Support & Calendar Management
Manage and maintain a complex calendar of speaking engagements, music events, and interviews


Schedule meetings, send confirmations, and prepare daily agendas


Serve as gatekeeper, prioritizing time-sensitive requests and flagging high-priority tasks


???? Email & Communication Oversight
Monitor, organize, and respond to multiple email inboxes


Draft professional emails and correspondence on behalf of the executive


Coordinate communication between partners, collaborators, and internal teaUpgrade to see actual infombers


???? Operations & Workflow Coordination
Oversee day-to-day task management across a remote creative team


Document, maintain, and refine Standard Operating Procedures (SOPs)


Conduct weekly team check-ins and track project deadlines


???? Project & Event Coordination
Assist in the planning and execution of events, virtual or in-person performances, and speaking tours


Coordinate logistics with venues, vendors, and strategic partners


Create and maintain project timelines and deliverables


???? Podcast Management
Research aligned podcasts for interview opportunities


Manage podcast outreach and coordinate scheduling with hosts


Prepare talking points and bios for guest appearances


Track follow-ups and maintain podcast tracker


???? Presentation & Document Creation
Create compelling PowerPoint/Google Slide presentations for workshops and speaking engagements


Format bios, one-sheets, and media kits as needed


Organize and maintain shared folders (Google Drive/Dropbox)


???? Admin & Financial Support
Submit and track invoices for speaking/music engagements


Reconcile receipts and expense reports
Knowledge of quick books is a plus
Coordinate with accountant/bookkeeper for accurate records



Qualifications
Proven experience as an executive or virtual assistant


Strong communication and writing skills


Proficiency in Google Workspace (Docs, Sheets, Slides), Zoom,
Highly organized with the ability to anticipate needs and take initiative


Able to work independently and maintain confidentiality


Flexible availability with the ability to occasionally work evenings/weekends depending on event schedule
Be resourceful

Nice to Have (But Not Required)
Experience working in the speaking, music, or creative industry


Familiarity with podcast booking and PR processes


Basic knowledge of Canva or similar tools for simple document design



Compensation & Time Commitment
Part-time (20 hours/week to start)


Remote/independent contractor role


Hourly rate based on experience



If you're someone who loves bringing order to chaos, thrives in fast-paced environments, and wants to support a mission-driven creative leader, we'd love to hear from you.