About this role
This is a remote position.
Role Overview:
We are seeking a proactive and detail-oriented Executive Virtual Assistant to provide comprehensive personal and professional support . This role requires someone who is highly organized, tech-savvy, able to work independently, and capable of managing a fast-paced and dynamic workload. You will be a central point of coordination for calendar and email management, travel logistics, family scheduling, project organization, and more.
Scope of Work:
- Email & Calendar Management
- Daily inbox monitoring and management (including flagging important emails, deleting spam, and organizing folders)
- Responding to emails when appropriate and managing correspondence
- Scheduling appointments and meetings via Google Calendar
- Sending reminders and follow-ups via email or text
- Personal & Family Scheduling
- Managing a complex calendar with personal, family (including children’s activities), professional, and philanthropic commitments
- Consolidating sports, school, and travel calendars into one streamlined view
- Travel Research & Itineraries
- Researching flights, accommodations, restaurants, and transportation options
- Booking travel and creating detailed itineraries including confirmation numbers, contacts, and loyalty programs
- Document & Presentation Support
- Creating and formatting flyers, PowerPoint presentations, and other small visual documents
- Maintaining a database of frequent contacts, travel preferences, and key information
- Project & Task Management
- Using project management tools to track ongoing tasks, deadlines, and activities
- Organizing documents, notes, and schedules in a centralized location (e.g., Craft or similar)
- Communication Assistance
- Comfortable using text, WhatsApp, or short calls to stay aligned
- Proactively flag urgent matters and ensure prompt action
Qualifications:
- Proven years of experience as an Executive Assistant or Virtual Assistant
- Excels in multi-tasking and working across domains (family, philanthropic, and professional)
- Excellent written and verbal English communication skills
- Communicates clearly and reliably
- Ability to work independently and anticipate needs
- Strong attention to detail and organizational skills
- Comfortable with personal, family, and professional-related admin
- Interested in both personal support and mission-driven work
- Discreet, trustworthy, and respectful of client privacy
- Experience working with fast-paced, multi-project individuals
- Proactive and takes initiative
- Enjoys working with someone who moves fast and values efficiency
Tools Required:
- Gmail / Google Workspace (Docs, Calendar, Drive, etc.)
- Project management : Familiarity with tools like Craft , Trello , Asana , or similar
- Presentation & graphics : PowerPoint, Canva, or similar
- Communication : WhatsApp, text messaging, email
- Travel booking : Research and use of airline/hotel websites or apps
- (Optional) Familiarity with frequent flyer programs and travel logistics
Shift & Hours:
- Starting with the minimum of 10 hours per week with potential to increase as the role grows; semi-flexible shift , but must have availability during U.S. Eastern Time (ET) for real-time communication and occasional tasks during the day
- One weekly check-in meeting required (via Zoom or call)
- Must be responsive via text or messaging during agreed hours
- Target start date: Not urgent, priority to find the best match.