Executive Virtual Assistant

We are seeking a highly organized, proactive, and resourceful Executive Virtual Assistant This individual will serve as the right hand, helping keep projects moving, managing day-to-day administrative responsibilities, coordinating across multiple companies, and ensuring nothing falls through the cracks. This is much more than a traditional administrative role. We are looking for someone who anticipates needs, solves problems independently, communicates exceptionally well, and takes ownership of tasks from start to finish.
The ideal candidate has previously supported a CEO, founder, or business owner and thrives in a dynamic environment where priorities shift and initiative is valued.


Key Responsibilities:

1. Executive Support
* Manage calendars, scheduling, and appointments
* Coordinate meetings and follow up on action items
* Organize email inboxes and prioritize communications
* Make travel arrangements as needed
* Prepare documents, reports, and presentations
* Handle confidential information with professionalism

2. Project Coordination
* Track ongoing projects across multiple businesses
* Coordinate with vendors, contractors, and tea ---------- mbers
* Follow up to ensure deadlines are met
* Create and maintain project trackers
* Help improve systems and operational efficiency

3. Administrative & Operations
* Organize digital files and documentation
* Maintain SOPs and business records
* Perform online research
* Data entry and CRM updates
* Assist with vendor management and administrative tasks

4. Basic Bookkeeping
* Track expenses
* Organize receipts and invoices
* Reconcile transactions
* Assist with bookkeeping records
* Coordinate with accountants as needed

5. Marketing Support (Preferred)
* Create simple graphics using Canva
* Schedule social media content
* Assist with marketing materials
* Help maintain brand consistency across businesses


Required Skills:
* Outstanding written and verbal English communication
* Exceptional organizational skills
* Strong attention to detail
* Ability to prioritize multiple projects simultaneously
* Highly proactive with minimal supervision
* Strong problem-solving ability
* Professional and polished communication style
* Excellent time management
* High level of discretion and confidentiality
* Ability to work independently while keeping leadership informed


Preferred Software Experience:
* Experience with some or all of the following is preferred:
* Google Workspace
* Microsoft Office
* Canva
* QuickBooks (or similar bookkeeping software)
* Project management software (ClickUp, Asana, Monday, Trello, etc.)
* Calendar management tools
* CRM systems

Ideal Background:
The ideal candidate will have:
* 2+ years of experience supporting a CEO, founder, business owner, or executive
* Experience serving as an Executive Assistant or Operations Assistant
* Experience working in a fast-paced entrepreneurial environment
* Strong project coordination experience
* Basic bookkeeping and expense management experience
* Experience working remotely with U.S.-based businesses
* Experience coordinating multiple priorities across several business ventures


Success Profile:
The ideal person is someone who:
* Thinks ahead instead of waiting for instructions
* Takes ownership of responsibilities
* Solves problems before they become issues
* Follows through consistently
* Communicates clearly and professionally
* Is dependable, resourceful, and highly organized
* Enjoys helping entrepreneurs stay focused on high-value work
* Takes pride in creating order from complexity

This role is ideal for a career Executive Virtual Assistant who enjoys partnering closely with a business owner, keeping operations running smoothly, and becoming a trusted extension of the leadership team.