Virtual Assistant

Job Title: Virtual Assistant

Responsibilities:

1. Calendar and Schedule Management:
   

• Maintain and manage the executive’s calendar, ensuring efficient time allocation.
  
• Schedule 1-on-1 meetings, follow-ups, and prep sessions, ensuring all parties are informed and prepared.
  
• Reserve time for personal development, family commitments, and fitness.
  

• Ensure the executive has updated notes, tasks, and action items for meetings.
  
• Prepare concise meeting summaries and templates for quick review.
  
• Track and remind the executive of key deadlines and commitments.
  

• Maintain an up-to-date, well-organized task list, highlighting daily, weekly, and long-term goals.
  
• Help prioritize tasks to align with business objectives and personal goals.
  

• Monitor, organize, and manage emails, prioritizing critical communications.
  
• Draft, send, and follow up on correspondence as needed.
  

• Track and maintain regular contact with key business and personal relationships.
  
• Provide reminders and suggest appropriate touchpoints for maintaining these connections.
  

• Plan and manage travel arrangements, including booking flights, accommodations, and ground transportation.
  
• Ensure itineraries are clear and comprehensive.
  

• Act as a gatekeeper to protect the executive’s time, determining who has free or restricted access.
  

• Schedule and send reminders for coaching sessions, follow-ups, and staff deadlines.
  
• Proactively communicate with staff to confirm progress on major projects.
  

• Help the executive stay accountable to personal development goals, including reading, researching, and fitness.
  

• Perform other administrative tasks as assigned to streamline daily operations.
  

How to Be Successful in This Role:

To thrive in this position, you must be able to adapt and pivot priorities as needs arise. The executive is highly focused yet approachable and values a firm, respectful approach to time management and prioritization.

• Be Firm Yet Respectful: You should be comfortable being assertive about guarding the executive’s time, yet always communicate in a pleasant, humble, and respectful manner.
  
• Adaptability is Key: You must have the ability to quickly assess and adjust priorities as meetings and tasks shift in importance.
  
• Understand Priorities: Success will depend on your willingness to ask thoughtful questions, listen intently, and gain clarity about what matters most to the executive.
  
• Manage Up: Take initiative to hold the executive accountable to their commitments, gently nudging them as needed while maintaining a collaborative relationship.
  
• Communication is Critical: Approach interactions with empathy, seeking to align your efforts with the executive’s goals while maintaining open and honest communication.
  

This role requires a proactive partner who genuinely wants to help the executive succeed by creating space for strategic focus, personal development, and impactful relationships.

Requirements

Requirements:

• Proven experience as a Virtual Assistant, Executive Assistant, or in a similar role.
  
• Exceptional organizational and time-management skills.
  
• Strong verbal and written communication abilities.
  
• Proficiency in calendar management tools (e.g., Google Calendar, Microsoft Outlook).
  
• Familiarity with task management software (e.g., Trello, Asana, or ClickUp).
  
• Tech-savvy with a knack for learning new tools and systems.
  
• Discretion and confidentiality in handling sensitive information.
  
• Proactive and resourceful, with the ability to anticipate needs.
  
• Availability to manage time-sensitive tasks across time zones if needed.
  

Preferred Qualifications:

• Familiarity with CRM tools and maintaining contact databases.
  
• Experience managing travel arrangements and itineraries.
  
• Background in coaching or executive support is a plus.
  

Benefits

Benefits