Executive Virtual Assistant

We are looking for an experienced and proactive Executive Virtual Assistant to support the founder of a growing veteran-owned startup. The business focuses on executive coaching, leadership development, higher education consulting, government opportunities, speaking, research, and writing.

The initial priority will be helping establish and grow an executive coaching practice. Approximately 50% of the VA’s time will focus on prospect research, outreach, follow-ups, CRM management, and appointment scheduling.

This role combines executive assistance, research, business development, marketing, and administrative support.

SHIFT
Monday to Thursday, 11:00 AM to 4:00 PM U.S. Eastern Time

Job Duties and Responsibilities

1. Executive and Administrative Support

• Manage calendars, appointments, reminders, and follow-up tasks.
• Coordinate information exchanges, selection interviews, client meetings, and other business-development calls.
• Prepare meeting notes, action lists, simple reports, and organized reference materials.
• Maintain accurate records, contact lists, trackers, and shared files.
• Monitor deadlines and ensure agreed-upon next steps are completed.

2. Vistage Practice and Prospect Outreach

• Research and organize prospective executive-coaching candidates in the Baltimore market.
• Support weekly outreach to approximately 50–100 prospects, primarily through LinkedIn and text messaging, with email and limited cold calling used when appropriate.
• Track outreach activity, responses, follow-ups, appointments, and pipeline status.
• Respond promptly to interested prospects and coordinate the next step in the Vistage process.
• Use and maintain Vistage’s white-label CRM/Chair App while following required security and access procedures.

3. Grant, Contract, and Funding Research

• Review designated local, state, federal, and grant databases several times per week.
• Identify opportunities aligned with leadership development, organizational development, consulting, and veteran-owned business capabilities.
• Summarize opportunity scope, eligibility, deadlines, and submission requirements.
• Maintain a clear funding-opportunity tracker and flag priority opportunities for review.
• Assist with grant and contract applications by compiling supporting information, organizing submission requirements, and coordinating with specialist grant-writing resources when needed.

4. Marketing and Digital Support

• Assist with outreach campaigns for coaching, consulting, speaking, research, and writing services.
• Create and update basic marketing materials in Canva using established brand guidelines.
• Support landing pages, lead-capture pages, marketing funnels, and campaign-related content.
• Update website content and help manage new website features as they are introduced.
• Support basic social media and LinkedIn activity, including content formatting, scheduling, and direct outreach.

5. Operations, Systems, and Growth Support

• Build and maintain SOPs for recurring workflows, outreach, scheduling, database research, and reporting.
• Build and organize a Google Drive of SOPs, educational resources, training materials, onboarding documents, trackers, templates, and dashboards.
• Recommend process improvements that reduce administrative burden and improve response time.
• Help monitor workload and capacity so the business can determine when additional or full-time support is needed.
• As the company grows, help onboard or coordinate specialist contractors and serve as a reliable operational point of contact.
• Support projects connected to the Institute for Effectiveness in Higher Education, including the organization and follow-up of leads, referrals, advisory opportunities, and related partnerships.

Qualifications

• Proven experience as an Executive Virtual Assistant, Executive Assistant, or in a similar role.
• Experience supporting a founder, executive, coach, consultant, or professional-services business.
• Experience with prospect research, lead generation, outreach, and follow-ups.
• Strong calendar management and meeting coordination experience.
• Experience maintaining CRM systems and organized tracking sheets.
• Strong online research skills with the ability to summarize information clearly.
• Proficiency in Google Workspace, particularly Drive, Docs, and Sheets.
• Basic experience creating professional marketing materials in Canva.
• Experience creating SOPs and documenting business processes.
• Familiarity with website content, landing pages, or marketing funnels.
• Excellent organization, attention to detail, and time-management abilities.
• Ability to manage multiple priorities and meet deadlines.
• Comfortable working independently with minimal supervision.
• Proactive, resourceful, dependable, and willing to take ownership of tasks.
• Comfortable working in a startup environment where priorities may evolve.
• Available during the required U.S. business hours.

Tools and Platforms

• Google Workspace
• CRM platforms
• LinkedIn
• Canva
• Government contract, grant, and funding databases
• Website and landing-page platforms

If you believe you're a strong fit for this position, please respond with the following:

• A link to your resume in PDF format.

Your resume should include your contact details, a recent professional photo, and a summary of your work experience,
emphasizing tasks relevant to this role.

• A screenshot of your PC specifications and internet speed.

• Your WhatsApp number for easy communication.

To ensure you've read this message carefully, please include the word "Leadership" in the subject line of your email .

We look forward to reviewing your application!