Virtual Assistant: Executive & Administrative Support

Full-Time Virtual Assistant: Executive / Administrative Support

Client Industry: Varies (Professional Services, Property Management, Engineering, Consulting, Membership Organizations, and more)

Employment Type: Full-Time (40 hours/week)

Work Setup: Remote

Timezone: North America (varies by client)
Salary: 50KPHP/Monthly

Role Summary

We are building a pool of highly capable Executive / Administrative Virtual Assistants to support founders, executives, and senior operators across multiple industries.

This role is designed for individuals who excel in structure, communication, and high-level operational coordination. You will act as a key support layer to business leaders, helping them stay organized, focused, and effective in their day-to-day operations.

This role is primarily focused on internal executive and operational support, with occasional external communication responsibilities depending on the client setup and business needs.

While specific responsibilities may vary depending on the client you are assigned to, your work will consistently involve executive-level coordination, communication support, and operational execution.

This is a high-trust role where discretion, reliability, and proactive execution are essential.

Key Responsibilities

Executive & Calendar Management

Manage complex calendars and coordinate meetings across multiple stakeholders and time zones
Schedule and reschedule appointments based on shifting priorities
Ensure executives are prepared for meetings with relevant context and materials
Track follow-ups and ensure commitments are actioned

Communication & Inbox Management

Monitor and manage executive inboxes daily
Prioritize, organize, and flag important messages
Draft professional responses based on provided guidelines
Escalate urgent or sensitive communication when necessary

Operational Coordination

Track ongoing priorities, tasks, and internal initiatives
Ensure deadlines, deliverables, and follow-ups are organized and monitored
Maintain clarity across multiple moving projects
Support execution of day-to-day operational needs

Meeting Support & Documentation

Prepare meeting agendas and supporting materials
Take structured meeting notes and document key decisions
Track action items and follow up on completion
Ensure accountability across stakeholders

Cross-Department & External Coordination

Support communication between internal departments (operations, sales, marketing, finance, etc.)
Coordinate with external stakeholders such as vendors, partners, or client-side contacts when required
Help ensure alignment and information flow across all parties
Assist in resolving coordination gaps between internal and external stakeholders

Administrative & Strategic Support

Conduct research and prepare summaries for decision-making
Assist in organizing reports, documents, and internal files
Support ad hoc operational and strategic tasks as needed
Provide general high-level administrative assistance

Scope Flexibility (Important)

This is a pooled role. While the core responsibilities above remain consistent, specific tasks, tools, and workflows may vary depending on the client you are assigned to.

You may be placed in roles supporting:

A business owner directly
A founder or executive team
A leadership function within a growing organization

Candidates who demonstrate strong performance may also be considered for more specialized or senior operational roles over time.

Once matched, you will be onboarded into a specific client environment with a clearly defined scope of work, tools, and expectations aligned to their business needs.

Depending on client requirements and role allocation, some placements may operate on reduced or adjusted weekly hours. Final workload and schedule will be confirmed during client matching and onboarding.

Standards

Required Skills & Experience

Proven experience in executive assistant or high-level administrative support roles
Strong organizational and time management skills
Excellent written and verbal communication
Ability to manage confidential information with discretion
Experience supporting executives or senior leaders is highly preferred
Strong problem-solving and prioritization skills

Tech Stack Familiarity (Preferred)

Google Workspace / Microsoft Office
Calendar management tools
Project management tools (Asana, ClickUp, Trello, Notion)
Communication tools (Slack, Zoom, email platforms)
Basic CRM familiarity is a plus

Work Ethic

Proactive and anticipates needs before being asked
Highly reliable with strong follow-through
Calm, structured, and organized under pressure
Strong ownership and accountability mindset
Professional, discreet, and trustworthy

Client-Specific Requirements

Each client may have specific tools, workflows, and experience preferences. We carefully match candidates based on their strengths and background, and will align with you prior to any client endorsement to ensure a strong fit.