Executive Assistant

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

📋 Description

• Oversee and manage the daily inbox, which includes flagging important emails, removing spam, and organizing folders.

• Respond to emails as necessary and handle correspondence efficiently.

• Arrange appointments and meetings using Google Calendar.

• Send reminders and follow-ups through email or text.

• Manage a complex calendar that includes personal, family, professional, and philanthropic commitments.

• Combine sports, school, and travel calendars into a single streamlined view.

• Research flights, accommodations, restaurants, and transportation options.

• Book travel and prepare detailed itineraries complete with confirmation numbers, contacts, and loyalty program details.

• Design and format flyers, PowerPoint presentations, and other small visual documents.

• Maintain a database of frequent contacts, travel preferences, and essential information.

• Utilize project management tools to monitor ongoing tasks, deadlines, and activities.

• Organize documents, notes, and schedules in a centralized platform like Craft or similar.

• Communicate through text, WhatsApp, or brief calls to maintain alignment.

• Proactively identify urgent matters and ensure prompt action is taken.

• Participate in a weekly check-in meeting via Zoom or phone call.

⛳️ Requirements

• Demonstrated experience as an Executive Assistant or Virtual Assistant.

• Ability to manage multiple tasks across family, philanthropic, and professional areas.

• Exceptional written and verbal communication skills in English.

• Capability to communicate clearly and dependably.

• Ability to work independently while anticipating needs.

• Strong attention to detail along with excellent organizational skills.

• Comfortable handling personal, family, and professional administration tasks.

• Interest in providing personal support and engaging in mission-driven work.

• Discreet, trustworthy, and respectful of client confidentiality.

• Experience working with individuals in fast-paced and multi-project environments.

• Proactive attitude with a tendency to take initiative.

• Familiarity with Gmail / Google Workspace, including Docs, Calendar, and Drive.

• Knowledge of project management tools like Craft, Trello, Asana, or similar.

• Proficiency in PowerPoint, Canva, or other presentation and graphic design tools.

• Comfortable using WhatsApp, text messaging, and email for communication.

• Ability to research and utilize airline and hotel websites or apps for travel bookings.

• Availability during U.S. Eastern Time (ET) for real-time communication and occasional daytime tasks.

• Must be responsive via text or messaging during agreed-upon hours.

🏝️ Benefits

• Part-time schedule starting at a minimum of 10 hours per week, with the potential to increase hours.

• Semi-flexible work shifts.

• Option for remote work.

• One weekly check-in meeting via Zoom or call.