Executive Assistant

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.