Executive Virtual Assistant | Admin & Operations Support | 3+ Years Experience

We are looking for experienced Executive Virtual Assistants with at least 3 years of professional Virtual Assistant, Executive Assistant, Administrative, or Operations Support experience.

This is not an entry-level VA position.

We are looking for high-level, versatile professionals who can support different U.S.-based businesses and executives across areas such as:

Executive Support • Administrative Support • Operations • Calendar & Email Management • CRM • Research • Project Coordination • Customer/Client Communication • Reporting • Process Documentation

Because we work with different client accounts, we need candidates who can learn new businesses quickly, use good judgment, communicate professionally, and take ownership without needing constant supervision.

What You May Handle

Depending on the client and assignment, responsibilities may include:

Executive & Administrative Support
Manage executive calendars and appointments
Coordinate meetings across different time zones
Manage and organize inboxes
Draft professional email s and correspondence
Prioritize messages and follow-up items
Prepare meeting agendas and notes
Track action items after meetings
Organize documents and digital files
Prepare reports, spreadsheets, and presentations
Coordinate travel, reservations, and itineraries
Handle confidential business information professionally
Operations & Project Coordination
Track projects, tasks, deadlines, and deliverables
Follow up with team members on outstanding items
Maintain operational trackers and dashboards
Coordinate with clients, vendors, contractors, and internal teams
Monitor recurring business processes
Identify overdue or incomplete tasks
Maintain SOPs, checklists, and documentation
Assist with process improvement
Provide status updates to management
Make sure important tasks do not fall through the cracks
CRM & Business Support
Maintain and update CRM systems
Enter and organize customer or prospect information
Maintain databases and business records
Track leads, clients, vendors, or projects
Prepare basic reports
Perform online research
Collect and organize information for decision-making
Assist with data entry and quality control
Client & Customer Communication

Depending on the assignment, you may also:

Communicate with customers or clients by phone, email , or chat
Follow up on outstanding requests
Schedule appointments
Coordinate between clients and internal teams
Handle routine customer questions
Maintain professional client relationships
Escalate issues when necessary
Required Qualifications

You must have:

3+ years of professional experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, Operations Assistant, or similar role
Excellent spoken and written English
Professional email communication skills
Strong calendar and scheduling experience
Strong Google Workspace and/or Microsoft Office skills
Strong spreadsheet skills
Experience using CRM, project management, or business software
Excellent organization and attention to detail
Strong follow-through
Strong time-management and prioritization skills
Ability to manage multiple responsibilities simultaneously
Ability to work independently
Strong problem-solving and research skills
Ability to learn new software quickly
Reliable internet and professional remote work setup

Experience supporting U.S.-based executives, businesses, or clients is strongly preferred.

You Should Have Experience in at Least 3 of These Areas
Executive Assistance
Calendar & Email Management
Administrative Support
Operations Support
Project Coordination
CRM Management
Customer or Client Communication
Reporting & Spreadsheets
Research
SOP / Process Documentation
Recruiting Support
Sales Administration
Scheduling
Vendor Coordination

You do not need experience in every area.

We are looking for people with a strong foundation who can adapt to different client environments.

Tools & Software

Experience with any of the following is helpful:

Google Workspace
Microsoft Office
Excel / Google Sheets
Slack
Zoom
ClickUp
Asana
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Trello
Notion
Salesforce
HubSpot
GoHighLevel
Canva
ChatGPT and other AI tools
CRM systems
Project management software

You do not need experience with every tool listed.

What matters most is that you can learn systems quickly and use technology confidently.

Who We're Looking For

You may be a strong candidate if you:

Think ahead instead of waiting for every instruction
Can work directly with executives and business owners
Follow up without being reminded
Notice missing information or unfinished tasks
Know how to prioritize urgent versus non-urgent work
Communicate professionally with clients and team members
Research answers before immediately asking for help
Produce professional email s, reports, and documents
Keep accurate records
Meet deadlines consistently
Can manage several moving parts without losing track
Are comfortable learning unfamiliar industries
Take ownership from beginning to completion
Use good judgment
Are highly dependable

We are not looking for someone who simply waits for a list of tasks.

We want someone who can think, organize, coordinate, communicate, and execute.

Please Do Not Apply If
You have less than 3 years of relevant professional experience
Your VA experience is limited mainly to basic data entry
You require detailed step-by-step instructions for every task
You regularly need reminders to follow up
You struggle to prioritize independently
You are uncomfortable communicating with executives, clients, or customers
You have weak spoken or written English
You are uncomfortable learning new systems
You are looking only for short-term freelance projects
How to Apply

Start your application with:

EXECUTIVE VA – [NUMBER] YEARS

Example:

EXECUTIVE VA – 5 YEARS

Then answer these 4 questions:

1. How many years of VA, Executive Assistant, Administrative, or Operations experience do you have, and what types of businesses or executives have you supported?

2. Which areas are you strongest in: executive support, admin, operations, project coordination, CRM, customer service, research, scheduling, or another area? Briefly explain.

3. Tell us about a time you noticed an important problem, deadline, or unfinished task and took ownership of it without waiting for your manager to tell you what to do.

4. Please send a 60–90 second video introduction explaining your experience, the types of clients or executives you have supported, and the responsibilities you personally owned.

Please also attach your updated resume.

We will prioritize applicants with 3+ years of experience, excellent English communication, strong judgment, proven ownership, and the ability to adapt across different business environments.

We are building a pool of high-level professionals for long-term opportunities with U.S.-based clients. If you are proactive, resourceful, organized, and capable of taking real ownership of your work, we would like to hear from you.