Executive Virtual Assistant

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

📋 Description

• Oversee intricate executive calendars spanning both UK and US time zones

• Organize and arrange meetings with senior executives and clients

• Coordinate multi-person interview schedules across various time zones

• Manage business and pertinent private calendar obligations

• Organize and prioritize email communications and follow up on critical actions

• Professionally engage with senior clients, executives, and international organizations

• Facilitate client meetings, interviews, and subsequent follow-ups

• Participate in selected client meetings to grasp context, maintain continuity, and enhance client relationships

• Foster relationships with significant global financial services and corporate clients

• Attend meetings as needed

• Oversee AI-enabled transcription workflows

• Transform transcripts into organized meeting notes, action items, and documentation using templates

• Manage and archive coaching-session transcripts and associated materials

• Keep organized records in OneNote

• Highlight upcoming priorities, gaps, conflicts, and outstanding actions

• Hold the executive accountable for agreed priorities and timelines

• Anticipate needs and constructively challenge inefficient processes

• Arrange occasional domestic and international travel plans and itineraries

• Possibly provide monthly invoicing and spreadsheet administration support

• Monitor engagements, appointments, and invoicing requirements

• Identify workflow inefficiencies and suggest improvements

• Create systems for contact management, project tracking, scheduling, and administrative tasks

• Assist the transition from manual spreadsheets to more efficient tools and processes

• Potentially extend executive support to Ravi Modha and additional partners

⛳️ Requirements

• Demonstrated experience as an Executive Assistant, Executive VA, Senior VA, or a comparable role

• Strong proficiency in managing executive calendars and complex scheduling

• Exceptional written and verbal English skills

• Experience coordinating meetings across different international time zones

• Excellent client-facing and stakeholder communication abilities

• High degree of discretion and confidentiality

• Capability to work independently, prioritize tasks, and take initiative

• Strong administrative and organizational skills

• Ability to work swiftly and accurately in a fast-paced setting

• Experience supporting executives, consultants, coaches, partners, or business owners is preferred

• Background working with global or multinational organizations is a plus

• Familiarity with the financial-services sector is advantageous

• Experience collaborating with senior L&D, HR, Human Capital, or corporate stakeholders is desirable

• Background in invoicing and spreadsheet-based financial administration is beneficial

• Experience in enhancing administrative processes or implementing new systems is a plus

• Background supporting client-facing consulting or professional services is advantageous

• Comfortable using Microsoft 365, Microsoft Outlook, Microsoft Calendar, Microsoft Excel, Microsoft Teams, Zoom, Google/Gmail calendars and integrations, Apple Calendar/iCal, Microsoft OneNote, AI-powered transcription and meeting-notes tools, and AI tools for document analysis, proposals, summaries, and content creation

• Practical fluency in AI for transcription, summarization, meeting documentation, analysis, and proposal development

• Advanced coding or technical AI knowledge is not necessary

• Must exhibit excellent judgment, discretion, professionalism, and respect for confidentiality

• Ability to primarily work within the UK time zone and coordinate with US Eastern Time when necessary

• Flexibility for occasional early morning, evening, or client meeting participation

• Initial commitment of at least 12–15 hours per week

🏝️ Benefits

• Part-time schedule commencing at 12–15 hours per week, with the potential to increase to approximately 20 hours per week or more

• Flexible working hours, primarily within the UK time zone while allowing coordination with US Eastern Time

• Opportunity for a long-term, peer-level working relationship

• Collaborative working environment

• Chance to recommend and implement improved tools and processes

• Potential to expand support to additional business partners as the business grows