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Executive Virtual Assistant

Executive Virtual Assistant

Work location: Worldwide
Work arrangement: Remote
Salary range: US$ 15 - US$ 25 per hour
Executive Assistant
Time Management

We are looking for someone who is truly passionate about business operations and client support to help support the agency's clients for approximately 20-40 hours per month.

Your responsibilities will include the following:

  • Coordinate meetings, conferences, and events, including booking venues and arranging necessary logistics.

  • Communicate and confirm appointments with clients, partners, and team members.

  • Monitor and prioritize daily schedules to accommodate urgent requests or changes.

  • Collaborate with other administrative staff to streamline scheduling processes.

  • Maintain accurate records of appointments and meetings.

  • Generate reports and provide regular updates on scheduling activities.

  • Proactively identify scheduling conflicts and propose solutions.

  • Ensure confidentiality and professionalism in all agency and client communications.

  • Manage emails, phone calls, and correspondence on behalf of the organization.

  • Organize and maintain physical and digital files and records.

  • Assist in scheduling appointments, meetings, and travel arrangements.

  • Prepare and edit documents, reports, and presentations.

  • Handle basic bookkeeping tasks and expense tracking.

  • Coordinate office supplies, equipment, and maintenance.

  • Assist with HR-related tasks, such as onboarding paperwork.

  • Collaborate with team members on special projects as needed.

  • Adhere to all policies, procedures, and protocols of the agency and clients.

What you will need to be successful as our Executive Virtual Assistant

  • Strong organizational and time-management skills.

  • Proficiency in office software (e.g., Microsoft Office Suite).

  • Excellent written and verbal communication skills.

  • Attention to detail and accuracy.

  • Ability to prioritize tasks and meet deadlines.

  • Effective communication and interpersonal abilities.

  • Proficiency in scheduling software and tools.

  • Ability to handle multiple priorities and adapt to changes.

  • High level of discretion and confidentiality.

  • Solution Oriented Mindset

Must be available for project update meetings on Fridays at 11 am CST.

Systems We Use:

Teamwork Projects, Teamwork Chat, Calendly, Zoom, Kartra, Canva, Google Workspace, Loom, Planoly, Podbean, 17Hats, OneStream, Microsoft Office, and lots more.

About You:

This position is for you if you...

  • are incredibly detail-oriented and organized and know how to problem solve.

  • always seek to create better systems and take an interest in how you can make things more efficient and effective.

  • speak up if you see a problem and are proactive in finding a solution. (You don't just make it work, you make it better!)

  • LOVE working with a team and thrive in a fast-paced work environment.

  • know how to manage your time and work independently but also enjoy collaboration.

  • are resourceful meaning you know when to Google it but also know when to just ask for help.

This position is NOT for you if you...

  • are full of excuses on why you're missing deadlines.

  • DON'T take constructive criticism well.

  • don't have the bandwidth to take on more clients. (we’re looking for a contractor who has room to grow very quickly and is eventually interested in continuing to grow with us).

  • don't have AMAZING attention to detail.

  • tend to be last minute and have a "just get it done" attitude instead of "make it great."

  • don’t consider client satisfaction and customer service as a priority.

Role details:

Job Types: Part-time, Contract

Pay: $15.00 - $25.00 per hour

Expected hours: 5 – 10 per week

Schedule: Day shift, Monday to Friday

Education: High school or equivalent (Preferred)

Experience: Executive assistance – 2 years (Required)

Work Location: Remote

This application includes an assessment as the first step