3–5 years of experience in executive or virtual administrative support for US clients
Bachelor’s degree relevant to the role
Strong Microsoft 365 proficiency (Outlook, Word, Excel, PowerPoint)
Experience managing calendars, emails, scheduling, and CRM/database updates with excellent communication and coordination
Requirements:
Manage executive calendars and schedule coordination, including internal/external meetings and conflict resolution
Organize and manage executive emails, draft responses as needed, and ensure timely follow-ups
Prepare, format, and track proposals and business documents; support SOP creation, process mapping, and presentation updates
Support workflow/process documentation, CRM/database maintenance, and SharePoint/file management to ensure accurate, accessible records
Job description
This is a remote position.
We have an exciting opportunity for an Executive Assistant at SYMVOS.
Job Summary:
We are seeking a highly organized and proactive Executive Virtual Assistant to support business operations, executive coordination, proposal management, and process documentation initiatives. This role will work closely with leadership to streamline workflows, maintain operational systems, manage communications, and support organizational development efforts during the company’s growth and rebranding phase.
The ideal candidate is detail-oriented, tech-savvy, and capable of handling a variety of administrative, coordination, and documentation responsibilities in a fast-paced consulting environment.
Responsibilities and Job Requirements:
Executive Calendar & Schedule Coordination
Manage executive calendars, meeting schedules, and appointment coordination
Coordinate internal and external meetings across multiple stakeholders
Ensure scheduling conflicts are proactively identified and resolved
Maintain professionalism and responsiveness in all scheduling communications
Email & Communication Management
Organize and manage executive inboxes
Monitor, sort, and prioritize incoming communications
Draft or assist with professional email responses as needed
Ensure timely communication follow-ups and coordination
Proposal & Documentation Support
Prepare, format, and organize proposals and business documents
Track proposal submissions and maintain organized records
Support SOP creation, workflow documentation, and process mapping
Assist with presentation formatting and documentation updates
Workflow & Process Management
Assist in documenting operational workflows and internal processes
Help improve organization and structure of business operations
Support administrative process standardization initiatives
Maintain accurate and updated process documentation
CRM & Database Administration
Maintain and update CRM pipeline records
Organize and manage client contact databases
Ensure client and project information remains accurate and updated
Support tracking and coordination of ongoing opportunities
SharePoint & File Management
Organize and maintain digital files within SharePoint and Microsoft 365
Ensure proper document version control and accessibility
Support structured file organization across projects and operations
Project & Administrative Coordination
Provide administrative support for ongoing projects and operational initiatives
Coordinate with external vendors and partners when needed
Support research tasks and presentation preparation
Financial & Invoicing Support (Preferred)
Assist with QuickBooks invoicing creation and tracking as needed
Support administrative tracking of invoices and related records
Tools to Use:
Microsoft 365 (Microsoft Teams, MS Planner, Microsoft Calendar/Booking tools, Microsoft Office Suite (Word, Excel, PowerPoint)
Canva
SharePoint
HubSpot or other CRM systems
QuickBooks (preferred but not required)
Familiarity with AI tools such as ChatGPT or Microsoft Copilot is a plus
Requirements:
3-5 years of experience with executive or virtual administrative support for US clients
Bachelor’s Degree relevant to the role
Positive, proactive, and solution oriented “Can Do” mindset
Strong Microsoft 365 proficiency
Experience managing calendars, emails, and scheduling
Experience with document formatting and presentation support
Experience organizing digital files and documentation
Strong communication and coordination skills
Experience with CRM updates and database management
Proficiency in PowerPoint, Word, and Excel
Other Details:
Flexible schedule (5–10 hours/week with EST overlap preferred)
