Executive Virtual Assistant

Job Summary:
Our next hire will be a proactive, well-organized Executive Assistant who will take the operations we've built and run them smoothly alongside the founder. You'll handle client communication, keep projects and files organized, and support presentations and scheduling so the founder can focus on business development and field work. We're counting on a confident self-starter with excellent written and spoken English who makes sound decisions and speaks up freely with ideas for doing things better.

Key Responsibilities:

• Communicate directly with clients, mostly by email and occasionally by phone, keeping projects on track and issues resolved fast
• Manage and organize email correspondence for the founder
• Handle the calendar and help clients book time
• Organize, name, and maintain files and folders in Google Drive
• Build client presentations in Canva
• Order the samples and materials needed for client presentations
• Follow up on open items, track timelines, and keep projects on schedule
• Identify gaps in current processes and recommend improvements that increase efficiency
• Take ownership of day-to-day operations and make sound decisions for 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 manner
• Proficiency in Google Drive and Canva
• Strong organizational and time management skills and the ability to keep to timelines and deadlines
• Self-starter who takes initiative and makes decisions confidently
• Ability to respond fast when a project calls for it
• Observant, organized, and independent
• 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
• Comfortable handling occasional client phone calls
• Background in process improvement or creating simple workflows
• Capable of keeping several projects under control at once
• A warm, personable style and a good sense of humor under pressure

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