Executive Admin – Creative Virtual Assistant

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

📋 Description

• Oversee and coordinate calendars, meetings, follow-ups, and various administrative responsibilities

• Identify and monitor outstanding action items and unresolved issues

• Deliver proactive weekly updates regarding pending tasks, follow-ups, and priority items

• Prepare schedules for upcoming meetings and highlight items that need the client's attention

• Organize information, files, documents, and workflows within Google Drive

• Assist with general business operations and administrative coordination

• Aid in client onboarding and associated administrative duties

• Keep track of active clients, warm prospects, discovery calls, and follow-ups

• Maintain and organize the sales/prospect pipeline effectively

• Conduct lead research and engage in basic lead-generation activities

• Follow up with prospects to ensure no opportunities are overlooked

• Utilize LinkedIn outreach tools/platforms to manage prospects and follow-up activities

• Support CRM administration in HoneyBook by creating templates and aiding with proposal setups

• Schedule, upload, organize, and maintain content efficiently

• Monitor content performance and analytics

• Identify high-performing posts and assist in repurposing content

• Format and adapt existing materials for newsletters and various channels

• Assist in organizing and publishing content on LinkedIn

• Support various administrative aspects of content operations

• Create basic graphics for social media and newsletters using Canva

• Aid in simple content formatting and visual asset creation

• Provide basic video-editing support using Meta's Edits app when necessary

• Engage in regular weekly check-ins to review priorities, pending tasks, and outstanding issues

⛳️ Requirements

• Prior experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, Operations Assistant, or in a similar capacity

• Exceptional organizational, time-management, and follow-up abilities

• Experience in administrative operations and task/project coordination

• Proficient written and verbal communication skills in English

• Background in managing calendars, communications, files, and business workflows

• Ability to work proactively with minimal oversight

• Preference for experience in pipeline tracking, prospect follow-up, lead research, or lead generation

• Preference for experience in client onboarding and CRM administration

• Familiarity with content operations and social media processes is advantageous

• Basic graphic design skills using Canva are preferred

• Basic video-editing skills are a plus

• Understanding of AI tools and AI-assisted workflows is preferred

• Familiarity with business strategy and operations is a bonus

• Comfortable using or willing to learn HoneyBook, LinkedIn, Canva, Gmail, Google Drive, Google Calendar, Edits by Meta, AI tools, and Buboon

• Experience with other CRM, project management, social media, or content management tools is an advantage

• Able to work approximately 1–2 hours overlapping with the client's Pacific Time (PST/PDT) working hours on main working days

🏝️ Benefits

• Flexible and asynchronous work schedule

• Opportunity to increase hours as business demands grow

• Initial trial period or short-term project/campaign to evaluate fit

• Three-month initial commitment with the first month serving as a trial period