Executive Virtual Assistant

Responsibilities:

• Manage executive calendars, emails, and daily schedules: Prioritize high-level tasks, ensuring that executives' time is spent efficiently.

• Handle confidential information and sensitive business matters: Ensure discretion when managing client and executive data, especially in coaching and strategic decision-making contexts.

• Prepare reports, presentations, and business documents: Create coaching-related materials, including leadership development reports and client feedback summaries.

• Coordinate travel arrangements and manage expense reports: Arrange travel for coaching sessions or client meetings while maintaining budgetary constraints.

• Conduct research and compile data for business decisions: Research leadership trends, coaching methods, and industry best practices to enhance the executive’s coaching program.

• Assist in client communications and relationship management: Foster relationships with high-level clients, ensuring communication flows seamlessly.

• Act as a gatekeeper by screening calls, emails, and meeting requests to prioritize important matters: Ensure time management is optimized for executives’ coaching schedules and business priorities.

• Draft, proofread, and edit correspondence such as emails, memos, and official statements: Draft personalized communication for executives and clients within the coaching process.

• Manage and update contact lists, CRM systems, and business databases for seamless communication: Ensure key contacts are accurately maintained, including coaching clients and business partners.

• Oversee task delegation and follow-ups, ensuring teams meet deadlines: Keep coaching programs on track, ensuring deadlines for workshops, speaking engagements, and client check-ins are met.

• Coordinate and prepare materials for board meetings, including agendas and minutes: Ensure that relevant coaching outcomes, leadership insights, and business growth are part of the board discussions.

• Assist with project management, tracking key milestones and deliverables: Support executive goals and coaching initiatives by tracking progress on coaching-related projects.

• Facilitate internal and external stakeholder communications, ensuring smooth business operations: Act as a liaison to maintain open communication channels between the coaching executive and internal teams.

• Organize and manage virtual and in-person events, including webinars and corporate gatherings: Plan and manage leadership development events, team-building exercises, and networking opportunities.

• Monitor industry news, competitors, and trends, providing relevant updates to executives: Stay updated on leadership trends and coaching methodologies to inform the executive coaching strategy.

• Maintain and update standard operating procedures (SOPs) for executive tasks: Ensure SOPs are in place for recurring coaching events, client reviews, and business operations.

• Assist in contract and agreement review, ensuring all necessary documentation is in place: Manage contracts related to coaching services, confidentiality agreements, and other legal matters.

• Liaise with legal, HR, and finance teams to support administrative needs: Ensure all legal, HR, and financial aspects of coaching contracts and business matters are aligned.

• Manage personal tasks for executives, such as reservations, gifting, and personal scheduling: Handle personal commitments related to the executive’s coaching role, ensuring a balanced approach.

• Develop and optimize workflows, improving efficiency for executive operations: Streamline operations to support executive coaching programs and business activities.

• Provide crisis management support, helping executives navigate urgent issues effectively: Be ready to assist in high-stakes situations requiring quick problem-solving or executive coaching during times of change.