Executive Virtual Assistant

• Calendar management: schedule meetings across time zones, resolve conflicts, and protect the executive's focus time.
• Inbox management: triage email , draft replies in the executive's voice, and flag urgent items.
• Travel planning: book flights, hotels and ground transport, build itineraries, and handle last-minute changes.
• Document preparation: produce polished memos, reports, slide decks, spreadsheets, agendas and meeting minutes.
• Gatekeeping: represent the executive to clients, board members and staff with tact and discretion.
• Meeting prep and follow-up: prepare briefing notes in advance and track action items to completion.
• Projects and events: coordinate clients, special projects, and virtual or in-person events.
• Research: gather information and data to support the executive's decisions.

Required Qualifications

• 5+ years of experience as an executive assistant, virtual assistant or in a similar role.
• Excellent verbal, written , and professional English communication.
• Proven ability to handle confidential information, including financial, HR and personal matters.
• Proficiency in Google Workspace and/or Microsoft 365 (Outlook, Teams, SharePoint).
• Comfort with Microsoft products, Zoom and a project management tool such as Canopy, or similar tools
• Working knowledge of scheduling tools (e.g. Calendly) and password managers (e.g. 1Password).
• Familiarity with using AI tools to draft, summarize and research.
• Basic bookkeeping knowledge; QuickBooks experience is a plus.

What It Takes to Succeed

• Anticipates needs: thinks a step ahead instead of waiting to be asked.
• Sound judgment: knows what can wait, what to escalate, and what to d ---------- independently.
• Resourceful: solves problems without a colleague down the hall.
• Emotionally intelligent: adapts to the executive's working style and priorities.
• Self-directed: manages time and workload without in-person oversight.
• Reliable and responsive: available and dependable within agreed hours.
• Documents everything: keeps SOPs, checklists and shared notes up to date.
• Security-minded: spots phishing and handles sensitive data safely.
• Professional home setup: reliable high-speed internet, a quiet workspace, and a backup plan for outages.

Nice to Have

• Event planning experience, virtual or in person.
• Social media or content management experience.
• CRM experience (Canopy).
• Industry background in accounting and finance.