Virtual Executive Assistants

Responsibilities:

Executive and Administrative Support:

• Manage the client's calendar, appointments, meetings, and scheduling requirements.
• Manage professional email accounts, filter messages, prioritize important communications, and follow up where necessary.
• Prepare meeting agendas, take meeting notes, and track action items.
• Organize digital files, documents, records, and business information.
• Handle travel research, itinerary planning, hotel reservations, and other travel-related arrangements.
• Prepare reports, presentations, correspondence, and other business documents.
• Monitor deadlines, appointments, and important commitments.

Business and Personal Assistance:

• Provide administrative support for the client's business and professional activities.
• Assist with online research, data collection, and information management.
• Coordinate online appointments, service providers, and business-related arrangements.
• Assist with personal scheduling, family calendars, online purchases, reservations, and other virtual personal administrative tasks.
• Help organize family-related activities and commitments where required.
• Handle confidential business and personal information with discretion.

Social Media and Digital Marketing Support:

• Manage, create and schedule social media content across relevant platforms.
• Assist with content planning, content calendars, and post scheduling.
• Create or coordinate basic graphics and marketing materials using tools such as Canva.
• Draft social media captions, newsletters, and marketing communications.
• Monitor social media engagement, comments, and messages.
• Assist with online community management and audience engagement.
• Conduct competitor research, market research, and basic marketing analysis.
• Track content performance and prepare social media reports.

Communication and Client Coordination:

• Respond to emails and online inquiries on behalf of the client when authorized.
• Coordinate communication between the client, team members, customers, and external stakeholders.
• Follow up on pending tasks, requests, and outstanding deliverables.
• Help ensure important communications and commitments are not overlooked.

Productivity and AI-Assisted Work:

• Use AI tools to improve productivity, research, content creation, and administrative processes.
• Leverage tools such as ChatGPT and Claude to support daily responsibilities while reviewing all AI-generated output for accuracy.
• Identify opportunities to simplify repetitive tasks using digital tools and automation.
• Maintain organized digital workflows and task-tracking systems.

Requirements:

• Minimum of 3 years of relevant experience as a Virtual Executive Assistant, Executive Assistant, Administrative Assistant, Personal Assistant, or in a closely related support role.
• Demonstrated experience providing administrative or executive support to professionals, entrepreneurs, or business owners.
• Practical experience managing professional emails, calendars, appointments, and scheduling.
• Experience managing social media accounts and supporting digital marketing activities.
• Strong knowledge of Microsoft Office and Google Workspace.
• Proficiency in project management and productivity tools.
• Experience using Canva or similar graphic design tools.
• Familiarity with AI-powered productivity tools such as ChatGPT or Claude.
• Excellent written and verbal English communication skills.
• Strong organizational, multitasking, and time-management abilities.
• Ability to work independently with minimal supervision.
• Strong attention to detail and problem-solving abilities.

Technical skills and Tools:

Candidates should have practical experience with several of the following:

• Google Workspace (Gmail, Google Calendar, Docs, Sheets, Drive).
• Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Project management tools (Asana, ClickUp, Trello, Monday.com).
• Communication tools (Slack, Zoom, Microsoft Teams).
• Social media platforms (Instagram, Facebook, LinkedIn, TikTok, Pinterest).
• Social media scheduling tools (Buffer, Hootsuite, Later, Meta Business Suite).
• Graphic design tools (Canva).
• AI tools (ChatGPT, Claude, Gemini).
• Email marketing platforms (Mailchimp, ConvertKit, ActiveCampaign).
• CRM platforms and contact management systems.
• Password management and secure file-sharing tools.

Non-Negotiable Remote Work Requirements:

This is a strictly virtual position. Successful candidates must meet the following requirements:

• Stable Primary Internet: A reliable, high-speed internet connection suitable for video meetings, online collaboration, and daily remote work.
• Alternative Internet Connection: A functional backup internet option that can be activated immediately if the primary connection fails.
• Reliable Power Supply: A dependable power solution, such as an inverter, generator, or alternative power system, to ensure uninterrupted work during scheduled hours.
• Dedicated Workspace: A quiet, professional workspace at home, free from household distractions, background noise, and interruptions.
• Functional Work Equipment: A reliable laptop, a quality noise cancelation headset, and other essential remote working accessories.
• US Time Zone Availability: Willingness and ability to work full-time according to the assigned client's business hours in EST, CST, or PST.
• Professional Communication: Ability to communicate professionally through email, video meetings, messaging platforms, and other digital communication channels.
• Data Security and Confidentiality: Ability to maintain strict confidentiality, protect client information, and follow established data protection and information security procedures.

The ideal Candidate:

We are looking for someone who:

• Takes initiative rather than waiting to be told what to do.
• Is proactive and anticipates the needs of the person they support.
• Can manage multiple responsibilities without compromising quality.
• Is resourceful and capable of finding solutions independently.
• Has excellent organizational and follow-through skills.
• Understands the importance of discretion when handling business and personal information.
• Is comfortable supporting busy founders, CEOs, and professionals.
• Is digitally savvy and willing to learn new tools and technologies.
• Takes ownership of assigned responsibilities and delivers on commitments.
• Understands that excellent executive support requires reliability, accountability, and attention to detail.

Compensation and Employee Benefits:

• Competitive monthly salary.
• Health Maintenance Organization (HMO) coverage.
• Pension contributions.
• Full-time employment.
• Opportunity to work with international clients.
• Professional development and continuous learning opportunities.