Virtual Executive Assistant

Responsibilities

• Email inbox management, calendar scheduling & optimization, meeting prep (agendas, follow-ups), travel planning, document preparation, reporting
• Break down projects into actionable steps, track progress, coordinate with other vendors or team members, ensure deliverables are met on time and with quality
• Represent the client in communications when needed; coordinate among internal or external stakeholders; manage priorities and ensure clarity in tasks assigned
• Plan content calendars, schedule posts, monitor & respond to audience engagement, and coordinate with content creators/editors as needed
• Coordinate personal and business affairs, manage tasks that overlap, help with scheduling personal commitments, ensuring smooth transitions and reducing friction in daily life
• Manages calendars, emails, schedules, and life/business logistics with minimal supervision
• Oversees and drives projects from initiation through follow-up, ensuring deadlines are met, problems are flagged early, communications are clear
• Handles social media tasks (planning, posting, engagement), content scheduling, possibly coordination with content creators or designers
• Acts like a “life manager” in the sense of not just managing tasks but helping clients structure their time, priorities, and obligations in a way that balances work & life
• Anticipates needs: if something is likely to be needed, you prepare ahead; if something might go wrong, you try to prevent it or have backup plans

Requirements:

• Minimum 2–3 years’ experience in a similar role (executive assistant, senior personal assistant, or virtual executive assistant)
• Proven track record of project management (you can show examples: projects managed, systems/tools used, results)
• Solid experience with social media management / content coordination / posting / engagement tracking
• Very strong organizational skills; comfort dealing with ambiguity; self-motivated; able to prioritize independently
• Excellent written & verbal communication skills; strong proficiency in English
• Tech-savvy: familiarity with tools like Google Workspace or Microsoft 365, project management tools (Asana, Trello, Monday, Notion etc.), calendar/scheduling tools, communication tools (Zoom, Slack, Teams, etc.), and social media scheduling tools (Buffer, Hootsuite, Later, etc.)
• High integrity, discretion, respect for privacy and confidentiality
• Experience with life/travel coordination, making arrangements in unfamiliar places
• Basic design skills or ability to coordinate design work (e.g. for social media graphics, presentations)
• Familiarity with CRM and email marketing tools
• Experience working across time zones / remote work culture
• You don’t wait to be told everything; you anticipate, propose ideas, suggest better workflows
• You know what matters most, what can wait, when to escalate
• You follow through, meet deadlines, communicate when there are delays or issues
• Things change; plans shift; you adjust without losing momentum
• Good sense of how your client works and what they like/dislike; manage stressful times calmly

What We Offer

• Remote work: you can work from wherever you are, with flexibility in hours when possible
• Opportunity to work with high-performing clients, to take on meaningful responsibility
• Competitive compensation for skill, experience and opportunity to grow in earning
• Support/training as needed (on our tools, standards)
• Long-term role: we prefer people interested in building ongoing relationships rather than short bursts

Location: Remote