Client Communications VA

Job Summary:
We're in pursuit of a proactive, well-organized Executive Assistant to take the operations we've built and run them smoothly, working closely with the founder. You'll manage client communication, keep projects and files organized, and support presentations and scheduling so the founder can focus on business development and field work. You'll be a great fit if you're a confident self-starter with excellent written and spoken English who makes sound decisions and isn't afraid to speak up or suggest better ways of doing things.

Key Responsibilities:

• Communicate directly with clients, mainly by email and occasionally by phone, keeping projects on track and resolving issues quickly
• Manage and organize email correspondence on the founder's behalf
• Manage the calendar and help clients book time
• Organize, name, and maintain files and folders in Google Drive
• Build client presentations in Canva
• Order samples and materials needed for client presentations
• Follow up on open items, track timelines, and keep projects moving on schedule
• Spot gaps in current processes and recommend improvements that boost efficiency
• Take ownership of day-to-day operations and make sound decisions on behalf of the business

Mandatory Skills:

• Excellent written and spoken English
• Proven experience in executive or administrative support, including email and calendar management
• Comfortable communicating directly with clients in a professional, friendly way
• Proficiency in Google Drive and Canva
• Strong organizational and time management skills, with the ability to follow timelines and deadlines
• Self-starter who takes initiative and makes decisions with confidence
• Ability to act quickly when a project needs a fast response
• Careful, organized, and able to work solo
• Strong communication skills, including being upfront about delays or questions

Preferred Skills:

• Experience supporting a small business owner or founder
• Experience coordinating vendors, ordering samples, or handling procurement
• Experience creating client-facing presentations
• Comfort handling occasional client phone calls
• Background in process improvement or building simple workflows
• Ability to handle several projects at once
• A warm, personable style and a good sense of humor under pressure

Why Join Us:
This is a chance to be a true partner to a business owner who values ideas, initiative, and open communication, rather than simply taking orders. You'll have room to shape how things run and grow with the role as the business expands. We keep things friendly and human, and we take the work seriously without taking ourselves too seriously.