Executive Virtual Assistant

We are looking for a highly organized and proactive Executive Virtual Assistant / Administrative Assistant to provide day-to-day support to a senior executive across two organizations. The role focuses primarily on calendar and email management, meeting coordination, document organization, deadline tracking, and administrative follow-up, with additional responsibilities in social media coordination and routine lead follow-up.

Responsibilities:

• Manage calendars, meetings, deadlines, and reminders.
• Coordinate appointments across multiple time zones.
• Organize emails, flag priorities, and draft routine responses.
• Prepare meeting agendas, notes, and action items.
• Follow up on outstanding information and deliverables.
• Maintain digital files, contact lists, templates, and records.
• Format presentations, proposals, reports, and business documents.
• Track priorities and tasks across multiple business operations.
• Maintain and schedule social media content calendars.
• Draft captions and create basic graphics using Canva templates.
• Monitor social media comments and direct messages.
• Maintain accurate lead and contact information in CRM systems.
• Send approved follow-up communications to leads and stakeholders.
• Track lead status, next actions, and follow-up dates.
• Schedule discovery calls and consultation appointments.
• Prepare weekly summaries of priorities and outstanding follow-ups.

Qualifications:

• 3+ years of Administrative, Executive Assistance, VA, or Project Coordination experience.
• Executive or founder support experience preferred.
• Excellent written and spoken English.
• Calendar and multi-time-zone scheduling experience.
• Professional email drafting and follow-up experience.
• Strong deadline and task management skills.
• Social media scheduling and content coordination experience.
• CRM and lead tracking experience.
• Proficiency in ClickUp, HubSpot, Microsoft Teams, and Google Workspace.
• Familiarity with Microsoft Office, Canva, LinkedIn, Zoom, and Calendly.
• Strong file and document management skills.
• Ability to manage separate workflows for multiple organizations.
• Strong attention to detail and discretion.
• Ability to work independently with minimal supervision.
• AI tools experience for drafting and administrative tasks preferred.
• Basic video editing or content repurposing is a plus.

Benefits:

• Company Christmas gift
• Company events
• Free parking
• On-site parking
• Opportunities for promotion
• Paid training
• Promotion to permanent employee

Work Location: In person