Role overview

Qualifications

3+ years of experience as an Executive Assistant or Virtual Assistant
Proven experience supporting senior leadership or founders
Strong calendar and travel coordination skills
Excellent written and verbal English communication

Responsibilities

Manage complex calendars for multiple co-founders
Schedule meetings and resolve conflicts
Coordinate domestic and international travel
Draft and manage emails on behalf of executives

Key facts

Remote from: Philippines, Colombia, Argentina, Africa
Full time
Mid-level (2-5 years)
Virtual Assistant
English

Hard skills

Calendar Management Email Management Executive Leadership Structured Interview Applicant Tracking Systems Medical Practice Experience

Other skills

Communication
Scheduling
Detail Oriented
Reliability
Time Management
Team Management

About the company

Assist World

Staffing & Recruiting

Company details

IndustryStaffing & Recruiting

Links

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Job description

Company Overview

We are a growing healthcare technology company with a distributed team of ~32 employees and three co-founders. We are seeking a highly reliable, detail-oriented Executive Virtual Assistant to support senior leadership with daily operations and scheduling. This role will primarily support two co-founders, with occasional assistance to a third co-founder and select team members. Consistency, trust, and responsiveness are critical to success in this role.

Role Overview

The Executive Virtual Assistant will serve as a trusted partner to leadership, owning calendar management, travel coordination, inbox organization, and interview scheduling. This role is ideal for someone experienced in supporting executives in fast-paced environments who values structure, follow-through, and proactive communication.

Core Responsibilities

Executive & Administrative Support

Manage complex calendars for multiple co-founders

Schedule meetings

Resolve conflicts

Build in focus time

Coordinate domestic and international travel Flights, hotels, itineraries

Last-minute changes and adjustments

Draft and manage emails on behalf of executives

Maintain inbox organization and prioritization

Scheduling & Coordination

Schedule internal and external meetings

Coordinate interview scheduling with candidates and internal stakeholders

Ensure timely follow-ups and confirmations

Support hiring coordination to ensure a smooth candidate experience

Cross-Team & Ad Hoc Support

Occasionally assist other team members (e.g., sales leadership) with travel or scheduling

Create and maintain documents, Google Sheets, and trackers as needed

Support light administrative tasks across the organization (≤10% of workload)

Personal & Executive Logistics

Assist with limited personal logistics for the CEO (as needed)

Act as a dependable point of support to reduce executive workload

Must-Have Qualifications

3+ years of experience as an Executive Assistant or Virtual Assistant

Proven experience supporting senior leadership or founders

Strong calendar and travel coordination skills

Excellent written and verbal English communication

High reliability, responsiveness, and attention to detail

Ability to manage multiple priorities with consistency and follow-through

Required Tools & Systems

Google Workspace (Gmail, Google Calendar, Google Docs, Sheets)

Slack

Zoom

Nice-to-Have (Not Required)

Experience coordinating interviews or supporting hiring processes

Familiarity with Applicant Tracking Systems (ATS)

Experience working in tech or healthcare environments

What Success Looks Like

Executives trust that tasks will be completed accurately and on time

Calendars are organized, realistic, and well-managed

Travel and scheduling run smoothly with minimal executive involvement

Communication is proactive, clear, and consistent

Reduced operational friction for leadership

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$500 entry monthly raffle

NO TRACKER. NO PROBLEM

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