Senior Executive Virtual Assistant

30+ hours weekly | Remote | Arizona Time Zone

Provider MDM LLC is seeking a highly experienced Executive Virtual Assistant to support two full-time sales executives working in enterprise healthcare data management.

This is not an entry-level administrative role. We need someone who can independently manage complex calendars, anticipate scheduling conflicts, coordinate travel and speaking engagements, and keep two busy executives organized without requiring constant direction.

The ideal candidate is proactive, polished, highly dependable, and comfortable supporting senior executives who work with healthcare organizations, technology companies, and industry leaders across the United States.

Work Schedule

• Remote, part-time position
• Must work Monday through Thursday
• Must be consistently available during agreed-upon U.S. business hours
• Must align with the Arizona time zone throughout the year
• Arizona does not observe daylight saving time, so the time difference with other U.S. regions changes seasonally
• Occasional Friday support may be requested for urgent travel or event coordination

Key Responsibilities

Executive Calendar Management

• Manage calendars for two full-time sales executives
• Schedule internal and external meetings
• Coordinate appointments across multiple U.S. time zones
• Proactively block time for sales preparation, follow-up, travel, and focused work
• Identify and resolve scheduling conflicts before they become urgent
• Confirm meetings and ensure calendar invitations contain complete information
• Add meeting links, locations, agendas, contact details, and supporting materials
• Protect executive time by evaluating scheduling requests and maintaining appropriate calendar boundaries
• Monitor upcoming commitments and provide advance reminders

Meeting Coordination

• Coordinate meetings with prospective clients, current clients, partners, vendors, and industry leaders
• Communicate professionally with executive-level contacts
• Track meeting requests and follow up when responses are delayed
• Reschedule meetings when needed and notify all participants
• Prepare executives for upcoming meetings by organizing relevant correspondence, contact information, and background materials
• Ensure follow-up meetings and action items are scheduled promptly

Travel Coordination

• Research and book domestic travel
• Coordinate flights, hotels, ground transportation, and complete itineraries
• Schedule travel around meetings, conferences, and speaking engagements
• Confirm travel details and identify potential scheduling risks
• Maintain organized records for reservations, confirmations, receipts, and travel changes
• Support travel adjustments when schedules change

Speaking Event Coordination

• Coordinate conference appearances, webinars, panels, podcasts, and other speaking opportunities
• Communicate with event organizers regarding schedules, deadlines, speaker requirements, biographies, headshots, presentations, and promotional materials
• Maintain a calendar of speaking events and submission deadlines
• Confirm travel and meeting logistics related to each event
• Track outstanding event requirements and follow up before deadlines
• Ensure executives know where to be, when to arrive, and what is expected

LinkedIn Publishing and Monitoring

• Publish prepared LinkedIn content to designated personal and business pages
• Follow the provided posting schedule and formatting instructions exactly
• Confirm that posts, links, images, tags, and hashtags appear correctly
• Monitor comments and engagement after publication
• Alert executives to comments that require a personal or business response
• Identify relevant questions, potential sales opportunities, and executive-level engagement
• Maintain a simple record of published posts and notable responses
• Do not create or substantially rewrite content unless specifically assigned

Sales Administration Support

• Help maintain an organized schedule of sales meetings, follow-ups, events, and deadlines
• Support coordination between the two executives
• Track agreed-upon administrative next steps after meetings
• Help ensure high-priority prospects and client commitments are not overlooked
• Maintain confidentiality regarding clients, sales opportunities, contracts, and company information

Required Experience

• At least 5 years of experience as an Executive Assistant, Senior Virtual Assistant, Sales Assistant, or similar role
• Demonstrated experience supporting two or more senior executives
• Experience managing complex calendars across multiple time zones
• Experience booking business travel and preparing detailed itineraries
• Experience coordinating conferences, webinars, speaking engagements, or executive events
• Experience using LinkedIn personal and company pages
• Experience communicating with senior leaders, clients, and external partners
• Strong written and spoken English
• Excellent judgment, discretion, and professional communication skills
• Proven ability to work independently without frequent supervision

Experience supporting healthcare, enterprise technology, consulting, professional services, or business-to-business sales teams is strongly preferred.

Technology Requirements

Candidates must be able to use the following tools independently and without step-by-step instruction:

• Microsoft Outlook
• Microsoft Teams
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Microsoft OneDrive
• Microsoft SharePoint
• LinkedIn personal profiles
• LinkedIn company pages
• Zoom and other common virtual meeting platforms

Experience with customer relationship management systems, scheduling platforms, and travel booking tools is preferred.

Work Style Requirements

The selected candidate must be:

• Highly organized and exceptionally detail-oriented
• Proactive rather than reactive
• Comfortable managing competing priorities
• Able to anticipate executive needs
• Self-managed and accountable
• Consistent about following up and closing open tasks
• Able to communicate clearly when information is missing
• Comfortable working in a fast-moving sales environment
• Professional when interacting with healthcare executives and enterprise clients
• Careful with confidential business and personal information
• Reliable during the agreed-upon Arizona business hours

Performance Expectations

Success in this role means:

• Calendars are accurate, organized, and protected
• Meetings are scheduled promptly and contain complete details
• Scheduling conflicts are identified early
• Travel is booked accurately and supported by clear itineraries
• Speaking event requirements are completed before deadlines
• Prepared LinkedIn posts are published correctly and on schedule
• Comments and potential opportunities are monitored and surfaced
• Executives receive timely reminders and do not need to repeatedly ask for updates
• Administrative commitments are tracked through completion

Compensation and Bonus Eligibility

This is a paid part-time remote position.

The role is eligible for performance-based bonuses. Bonus consideration may be based on reliability, calendar accuracy, timely coordination, proactive follow-up, successful event support, and the identification of qualified business opportunities through LinkedIn engagement or executive scheduling activities.

Specific performance expectations and bonus criteria will be reviewed with the selected candidate.

To App Please submit:

• Your résumé
• Your total years of executive assistant or senior virtual assistant experience
• The number and seniority of executives you have supported at one time
• Your experience managing calendars across U.S. time zones
• Your experience booking business travel
• Your experience coordinating speaking events or conferences
• Your experience posting and monitoring LinkedIn content
• The Microsoft 365 tools you use regularly
• Your availability Monday through Thursday in Arizona time
• Your desired hourly rate
• A brief example of how you prevented a scheduling, travel, or event issue before it became a problem