Business Assistant

This is a fully remote position, open to applicants in California.

📋 Description

• Oversee all scheduling and calendar logistics for the Chief Revenue Officer (CRO) across a globally distributed team, coordinating with colleagues and clients in APAC, Europe, and North America time zones.

• Proactively prioritize, safeguard, and structure the CRO's time — anticipating conflicts, addressing scheduling gaps, and ensuring adequate preparation time exists before high-stakes meetings.

• Manage inbox triage and correspondence; draft, review, and send communications on behalf of the CRO when necessary.

• Handle travel logistics from start to finish: flights, accommodations, ground transport, and visa requirements for both domestic and international trips, including industry events, client visits, and internal summits.

• Design, maintain, and implement the commercial team's operational rhythm — encompassing weekly pipeline reviews, monthly business assessments, quarterly business reviews, deal strategy sessions, and offsite events.

• Manage the entire meeting lifecycle: establish agendas, circulate pre-read materials, facilitate or attend as a note-taker, capture action items, and ensure follow-through from all participants.

• Maintain a master calendar of recurring commercial activities and ensure alignment and preparedness within the broader sales organization.

• Monitor open actions and decisions across the commercial leadership team; follow up to guarantee timely completion of items.

• Act as a unifying force within the commercial team — supporting Business Development Managers (BDMs), Key Account Managers (KAMs), the Sales Operations Director, and cross-functional partners in Marketing, Finance, and Studio leadership.

• Organize internal business reviews, account strategy sessions, and cross-studio commercial discussions, ensuring that all materials are prepared and distributed in advance.

• Assist in the preparation and assembly of presentations for the CRO, board decks, and pipeline reports — extracting data from Salesforce and other sources as instructed.

• Aid in onboarding new members of the commercial team, coordinating access, introductions, and orientation schedules.

• Plan and coordinate Virtuos' participation in major industry events including GDC, Gamescom, Tokyo Game Show, and client summits — managing logistics, registration, scheduling, meeting rooms, and team coordination.

• Travel to select events to provide on-site operational support: managing the CRO's schedule, facilitating client meeting logistics, and ensuring the team's success in the field.

• Track and manage post-event follow-up pipelines: meeting summaries, action items, and handover to Business Development for qualified opportunities.

• Process and reconcile expense reports for the CRO and, when necessary, the broader commercial team; coordinate with Finance and accounting as needed.

• Manage contracts, NDAs, and vendor coordination as necessary to support commercial activities.

• Maintain organizational tools, shared drives, and documentation standards that ensure the commercial team operates efficiently.

• Anticipate the CRO's needs before they are articulated — preparing briefing documents, conducting background research, and providing context ahead of crucial engagements.

⛳️ Requirements

• A minimum of 5 years of experience as an Executive Assistant, Business Assistant, or in a similar administrative/operational support role within a technology, gaming, SaaS, media, or professional services company.

• Outstanding organizational skills and a proven ability to manage competing priorities within a fast-paced, globally distributed team.

• Excellent written and verbal communication skills — capable of crafting concise emails, setting clear agendas, and taking notes that accurately reflect key points.

• Confidence and composure in high-pressure environments — whether in a board meeting, client dinner, or on the GDC show floor.

• Proficiency with modern workplace tools: Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel), Salesforce (or a similar CRM), and video conferencing platforms.

• Experience in planning and coordinating business travel, both domestic and international, including multi-leg itineraries and group event logistics.

• Genuine interest in the video game industry — while you don't need to be a developer, you should be familiar with our clients and the significance of this industry.

• Discretion and trustworthiness, as this role is central to sensitive commercial and strategic information.

• Familiarity with Salesforce for basic reporting, dashboard review, or pipeline data entry.

• Prior experience supporting a CRO, VP of Sales, or a revenue-focused executive.

• Exposure to the dynamics of game development, co-development, or digital entertainment industries.

• Experience working across time zones, particularly with colleagues or clients based in APAC.

🏝️ Benefits

• Competitive medical, dental, and vision coverage

• 401(k) with company match and immediate vesting

• Generous paid vacation and sick leave

• Paid parental leave from day one

• Flexible work arrangements

• Ongoing learning and development opportunities

• Employee Assistance Program (EAP)

• Opportunity to collaborate with world-class talent behind some of the industry’s most recognized games

• Chance to contribute to projects with leading publishers such as 2K, Sony, Square Enix, Activision, Microsoft, etc.

• A people-first, collaborative culture