Offer summary

Qualifications:

2 years of experience in an executive assistant role, Excellent C1 level English written and verbal communication skills, Proficiency in Google Workspace and ClickUp or similar task management software, Experience in FinTech is a huge plus..

Key responsabilities:

Manage calendar and scheduling for the CEO, resolving conflicts proactively.

Monitor and respond to emails on behalf of the CEO, drafting professional communications as needed.

Track action items from meetings and coordinate projects with team members and vendors.

Research travel accommodations and clients, ensuring smooth arrangements and updates.

Job description

Our client is seeking a highly organized and detail-oriented VA to support their Founder & CEO.

Key Responsibilities

Calendar & Scheduling Management

Regularly review 1-3 weeks ahead for conflicts and proactively resolve them
Schedule, reschedule, and cancel meetings as needed
Set up reminders and follow-ups for important meetings and deadlines
Ensure CEO is prepared for meetings (research, send pre-reads, agenda, etc.)

Inbox & Communication Management

Monitor, filter, and respond to emails on CEO’s behalf when appropriate
Draft professional emails and messages as needed
Flag urgent emails and ensure timely responses
Assist in managing personal and professional correspondence

Task & Project Management

Track and follow up on action items from meetings
Maintain and update task lists in ClickUp
Coordinate projects with other internal team members or and external vendors

Administrative & Financial Support

Process expense reports and reimbursements
Pay bills and track payment deadlines
Reconcile credit card statements and categorize expenses

Research & Planning

Research accommodations and book travel (flights, hotels, transportation)
Confirm hotel check-ins and ensure smooth travel arrangements
Make restaurant reservations and research venues for meetings/events
Research existing and potential clients (background, industry, business updates)

Tech & Tools Proficiency

Experience with iMessage
Familiar with productivity and communication tools like:○ GSuite (Gmail, Calendar, Drive, Docs, Sheets)
ClickUp or similar task management software
ChatGPT, Google Transcription, and other AI tools

Soft Skills & Qualities