VIRTUAL EXECUTIVE ASSISTANT

• Manage client inboxes by prioritizing and filtering messages, drafting responses, and ensuring nothing falls through the cracks
• Coordinate complex calendars across time zones, including scheduling meetings, sending reminders, and resolving conflicts proactively
• Plan and execute logistics for virtual and in-person meetings, conferences, and events, from agenda preparation to follow-up
• Prepare presentations, reports, and supporting materials that are polished and ready without requiring significant client revision
• Conduct research on topics, vendors, tools, or competitors and deliver findings in a clear, usable format
• Draft, proofread, and edit correspondence across email, documents, and other communication channels on behalf of the client
• Maintain and update CRM systems, ensuring contact records, notes, and follow-up tasks reflect current and accurate information
• Handle sensitive and confidential information with discretion at all times, including personal, financial, and business-critical data
• Anticipate client needs based on patterns and context, surfacing tasks or potential issues before they are asked about
• Collaborate with fellow VaVa contractors when projects benefit from shared support or specialized expertise
• Manage administrative tasks across tools such as Google Workspace, Microsoft 365, project management platforms, and scheduling software
• Communicate proactively with the client about task status, deadlines, and any obstacles that could affect delivery
• Support travel planning and coordination, including itineraries, bookings, and contingency management when plans change
• Handle additional administrative requests as they arise, with flexibility and a solutions-oriented approach

• Must reside and be authorized to work in the United States
• At least 3 years of demonstrated experience in an executive or administrative support role, including direct support to at least one executive
• At least 1 year of experience working full-time in a virtual or remote capacity
• Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients

• Proficiency in Google Workspace and Microsoft Office, with the ability to produce polished documents, spreadsheets, and presentations without client oversight
• Confident daily use of Slack and Zoom, including virtual meeting setup, basic troubleshooting, and professional facilitation support
• Working experience with at least one CRM tool; familiarity with a native or industry-specific system is acceptable, though broader exposure is preferred
• Working experience with at least one project management platform such as Trello, Asana, ClickUp, Notion, or Monday.com
• Demonstrated ability to manage high-volume inboxes and complex calendars remotely, across multiple time zones if needed
• Experience coordinating travel arrangements, including itineraries, bookings, and last-minute changes
• General AI literacy and comfort using AI tools to increase productivity, draft content, or streamline routine tasks

• Experience facilitating or supporting virtual webinars, including breakout room management and participant troubleshooting
• Familiarity with scheduling tools such as Calendly or an equivalent
• Exposure to workflow automation tools such as Zapier, even at a basic level

A degree is not required.

Demonstrated competency and consistent professional growth will always carry more weight than a credential alone.

Candidates without a degree should hold at least one relevant certification, such as an administrative professional certification, Google Workspace certification, or equivalent.

A commitment to continued learning is an expectation of this role.