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Assistant to Vicepresident

WorkBetterNow

Key Facts

Remote From: 
Anywhere
Full time
16 - 16K yearly
English

Other Skills

  • •
    Technical Acumen
  • •
    Decision Making
  • •
    Client Confidentiality
  • •
    Non-Verbal Communication
  • •
    Calmness Under Pressure
  • •
    Time Management
  • •
    Detail Oriented
  • •
    Willingness To Learn

Roles & Responsibilities

  • 3+ years of experience supporting C-level or high-profile executives in fast-paced environments.
  • Proven ability in complex calendar management, high-stakes communications, and global travel coordination.
  • Exceptional written and verbal communication skills; ability to write clearly in an executive voice and maintain professionalism with VIP stakeholders.
  • Strong business judgment, discretion, and problem-solving skills; adept at anticipating needs with minimal guidance; proficiency with productivity, CRM, finance, and automation tools.

Requirements:

  • Manage a high-volume, cross-time-zone calendar; prevent conflicts and prioritize requests; coordinate calls, meetings, meals, and events with briefs, locations/links, materials, and attendee confirmations.
  • Draft and triage emails and messages in the executive voice; capture decisions, action items, and deadlines, and ensure timely follow-up and closure; maintain brand-aligned communications with stakeholders.
  • Plan end-to-end travel logistics (domestic and international): flights, hotels, ground transport, dining, visas, contingency plans; create detailed itineraries and monitor changes.
  • Coordinate across the executive’s portfolio (investments, books, podcasts, speaking engagements, and other ventures); manage vendor/partner relationships, contracts, deliverables, and timelines.

Job description

This is a remote position.

We seek a proactive, highly organized Executive Administrative Assistant to support our Co-Owner and Visionary. You will orchestrate a complex calendar; manage high-stakes communications; coordinate travel, events, and vendor relationships; and ensure flawless execution across the executive’s portfolio (investments, books, podcasts, speaking engagements). 

This high-visibility role requires exceptional judgment, discretion, and a solutions-first, anticipatory mindset that increases executive leverage and accelerates company growth. 

 

Key Responsibilities 

  • Calendar and scheduling  
    • Manage a high-volume, dynamic, cross-time-zone calendar; prevent conflicts and sequence priorities. 
    • Coordinate calls, meetings, meals, and events with clear briefs, objectives, locations/links, materials, and attendee confirmations. 
    • Build buffer times, travel time, and preparation windows; maintain an executive “run of show.” 
    • Confirm attendees, locations/links, objectives, and outcomes. 
  • Communications and follow-through 
    • Serve as liaison to internal/external stakeholders; draft and triage emails/messages in the executive voice. 
    • Capture decisions, action items, and deadlines; ensure timely follow-up and closure. 
    • Maintain professional, brand-aligned communication loops that enhance relationships. 
  • Travel and logistics 
    • Plan end-to-end domestic and international travel: flights, hotels, ground transport, dining, visas, and contingency plans.
    • Create detailed itineraries and digital packets; monitor changes and re-accommodations. 
  • Finance and operations support 
    • Process bills, invoices, reimbursements, and expenses; liaise with accounting/finance and vendors. 
    • Support light bookkeeping and documentation for audits and tax prep as needed. 
  • Multi-business and project coordination 
    • Coordinate across the executive’s portfolio (investments, books, podcasts, speaking engagements, and other ventures). 
    • Manage vendor/partner relationships, contracts, deliverables, and timelines. 
    • Support content scheduling, outreach, and logistics for media, publishing, and events. 
  • Information and knowledge management 
    • Maintain organized files, contacts, and knowledge bases; ensure information is current, searchable, and secure. 
    • Build Standard Operating Procedures (SOP) and checklists to streamline repeatable processes; propose improvements proactively. 
  • Confidentiality and risk management 
    • Handle sensitive information with absolute discretion; manage access, permissions, and privacy. 
    • Anticipate risks (schedule bottlenecks, travel disruptions, reputational exposures) and propose mitigations. 


Requirements

  • 3+ years of experience supporting C-level or high-profile executives in fast-paced environments. 
  • Demonstrated excellence in complex calendar operations, high-stakes communications, and global travel. 
  • Exceptional written and verbal communication; ability to write clearly, concisely, and in an executive voice. 
  • Strong business judgment, discretion, and professionalism with VIP stakeholders. 
  • Demonstrated ability to anticipate needs, solve problems quickly, and operate with minimal guidance. 
  • High proficiency with productivity, CRM, finance, and automation tools; eager to learn and implement new systems. 
  • Experience coordinating across multiple businesses, media projects, and external partners. 
Additional Requirements:
  • Availability for time-sensitive requests; ability to support across time zones. 
  • Meticulous attention to detail, organization, and follow-through; zero-defect mindset. 
  • Ability to manage multiple priorities and deadlines while maintaining calm and clarity. 
  • Strong financial acumen for invoices, expenses, and vendor management. 
  • Bachelor’s degree or equivalent experience preferred.* 

Tools and platforms (preferred experience) 

  • Productivity and collaboration: Microsoft 365 and Zoom. 
  • Project/knowledge: ClickUp. 
  • Scheduling and email: Calendly or similar for email triage. 
  • CRM and relationships: HubSpot. 
  • Finance and contracts: QuickBooks; DocuSign. 
  • Travel: Tripadvisor; airline/hotel status programs.* 
  • Media and content: SquadCast; Descript; Libsyn; Canva or Adobe Express. 
  • Automation and AI: Zapier; AI assistants (ChatGPT, Microsoft Copilot, Google Workspace Duet); Otter.ai/Fireflies.ai/Fathom for meetings; Scribe or Tango for SOP capture. 
  • Security: 1Password; OneDrive permissions and data privacy practices.

Success metrics (examples) 

  • Calendar accuracy and conflict-free execution; on-time starts and prepared participants. 
  • Executive time leverage: increased focus hours, reduced context switching, high-value meeting mix. 
  • Service Level Agreement (SLA) adherence: response and turnaround times for internal/external stakeholders. 
  • On-time, error-free payment processing and expense reconciliation. 
  • Stakeholder satisfaction scores/feedback; repeat invitations for speaking/media. 
  • SOP coverage and continuous process improvements implemented.


Benefits

Work-Life Balance
  • 100% remote work — enjoy the comfort and flexibility of working from home
  • 18 paid vacation days + U.S. federal holidays
  • Paid maternity/paternity leave (up to 2 months with 50% salary coverage after 1 year)
Career Support
  • A dedicated Talent Coordinator who serves as your guide and liaison between you, WorkBetterNow, and your assigned company—helping you navigate your role and continue growing professionally.
  • A supportive, people-first environment where your voice matters.
​Compensation & Growth
At WorkBetterNow, we believe in rewarding commitment and supporting long-term success. Our pay structure ensures your compensation evolves with your experience and tenure.

0-3 months: $1,200 USD/month
After 3 months: You’ll receive a $50 monthly Wellness Bonus to support a healthy and balanced work life (total: $1,250/month).
After 1 year: Salary increases to $1,340 USD/month
After 2 years: Salary increases to $1,480 USD/month
After 3 years: Salary increases to $1,540 USD/month
After 4 years: Salary increases to $1,600 USD/month
​
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