Executive & Team Virtual Assistant

This is a fully remote position, open to applicants anywhere in the world.

📋 Description

• Oversee the CEO’s Outlook calendar, which includes scheduling, rescheduling, managing time zones, and accounting for travel time.

• Create meeting briefs, agendas, and pertinent background materials.

• Arrange travel logistics and itineraries.

• Organize expense receipts along with supporting documentation.

• Monitor deadlines, appointments, speaking engagements, and certifications.

• Keep priorities and follow-ups systematically arranged.

• Maintain project, team, vendor, and pipeline data in Airtable.

• Conduct regular data entry, clean-up, and record maintenance.

• Update project statuses and ensure accurate information is maintained post-meetings and calls.

• Generate basic reports and views for deadlines, tasks, and pipeline activities.

• Set up Trello boards for new projects and organize client documentation in SharePoint.

• Assist with registration lists, attendee details, and event-related data entry.

• Research and compile a shortlist of event vendors, including venues, catering, AV, production, rentals, transportation, and staffing.

• Request and organize quotes, availability, Certificates of Insurance (COIs), W-9 forms, and vendor information.

• Prepare comparative analyses of vendors side-by-side.

• Maintain vendor records, rates, contacts, and performance details.

• Keep track of contracts, deposits, and payment deadlines.

• Coordinate internal meetings, take minutes, and track action items.

• Format and proofread decks, reports, run-of-show documents, and other client materials.

• Organize shared files, contact lists, and company documentation.

• Prepare documents, PDFs, and requests for e-signatures.

• Ensure consistent filing and naming conventions are maintained.

• Assist with the scheduling of social media posts and the upkeep of the content calendar.

• Organize video and marketing files.

• Provide support for additional administrative tasks as business needs change.

• Deliver specific, task-oriented services under an independent contractor agreement and agreed Statement of Work.

⛳️ Requirements

• A minimum of 3 years of experience as an Executive Assistant or Administrative Assistant is highly preferred.

• Experience in supporting a CEO, founder, or senior executive is strongly preferred.

• Proficiency in Airtable is required.

• Strong experience with Microsoft 365 / Outlook is necessary.

• Exceptional data entry and administrative skills are required.

• Experience in vendor or supplier research is strongly preferred.

• Background in event planning, hospitality, agency, or nonprofit sectors is a plus.

• Familiarity with SharePoint and Trello is preferred.

• Experience in social media scheduling is an advantage.

• Highly organized, proactive, and reliable.

• Strong background in Executive Assistance and back-office support.

• Excellent command of written English with strong proofreading skills.

• Comfortable managing multiple deadlines and priorities.

• Strong research abilities and vendor-sourcing skills.

• Detail-oriented with effective data management practices.

• Capable of working independently and following through without constant supervision.

• Discreet when handling confidential client, financial, and contract information.

• Comfortable providing support to both a CEO and a larger project team.

• Knowledgeable in Airtable, Microsoft 365 / Outlook, SharePoint, Trello, Google Docs / Google Sheets, and Canva / PowerPoint.

• Familiarity with e-signature platforms is preferred.

• Proficiency in English is required, with excellent written English skills.

• Availability from Monday to Friday, between 9:00 AM and 6:00 PM EST.

• Must operate as an independent contractor under a Master Services Agreement and Statement of Work.

🏝️ Benefits

• Competitive compensation rates.

• Weekly payment schedule.

• A range of open roles available.

• Opportunities for free training and skill development.

• Ongoing support and guidance.

• A vibrant community always ready to assist you.

• Potential for increased hours based on performance and workload.

• Schedule alignment with the client’s preferred hours whenever feasible.