Executive Virtual Assistant

Position: Executive Virtual Assistant (POOLING)

Working Hours: US Business Hours

Hiring Company: We are a 10 year old remote staffing business with a fully remote team of 100+ employees. We started as a customer service agency, but have leveraged our client experience and technical acumen to become the industry's first AI empowered (human) virtual assistant service.

About the Role: 

We are looking for an Executive Virtual Assistant with a strong background in executive support and a proactive, detail-oriented mindset. In this role, you’ll provide high-level assistance to executives and leadership teams, manage calendars and communications, and support ongoing operational and project-based tasks.

This opportunity is ideal for someone with excellent organizational skills, professionalism, and experience working remotely using project management platforms and AI tools. If you're a self-starter who thrives in a dynamic environment, we’d love to hear from you.

Key Responsibilities:

Executive Assistance (50%)

• Manage calendars (Google Calendar, Calendly) and schedule meetings
• Handle email management and correspondence
• Follow-ups via email, chat, and/or phone
• Organize travel arrangements, expense reports, and itineraries
• Prepare reports, presentations, and meeting minutes
• Maintain confidentiality and handle sensitive information

General Operations Assistance (50%)

• Assist with data entry, research, and document preparation
• Manage and update project management tools (Asana, Trello, ClickUp, etc.)
• Handle basic bookkeeping or invoicing tasks
• Coordinate with different teams and stakeholders to ensure smooth workflow
• Provide customer support via email, chat, or social media (as needed)

Qualifications:

• Quality Assurance, Trainer, Recruitment Specialist, or similar)
• Strong general business support skills, including:
• Administrative assistance
• Calendar and schedule management
• Email and inbox handling
• Basic documentation and reporting
• Professional written and verbal communication
• Excellent English communication skills (both written and verbal)
• Strong organizational, time-management, and multitasking skills
• Tech-savvy and comfortable using tools such as:
• Productivity software (Google Suite, Microsoft Office, Slack, etc.)
• Project management platforms (Asana, Trello, ClickUp)
• AI tools like ChatGPT, Claude AI, Gemini, Notion AI, Canva AI (preferred but not required)
• Ability to work independently with minimal supervision

Nice-to-Have Skills:

• Experience handling basic graphic design tasks (Canva, Adobe Express)
• Social media management experience

Technical Requirements:

1. Stable high-speed internet with backup
2. Computer (laptop or desktop) with recommended quad-core CPU 2.5GHz+, RAM 16GB+, and dual monitor
3. Headset, mic, and webcam for meetings
4. Dedicated and distraction-free workspace