Virtual Assistant

Position Overview

Key Responsibilities

• **Calendar & Time Mastery:**
• Manage a complex, fast-changing calendar.
• Protect the CEO’s time fiercely by vetting meeting requests, balancing time zones, and ensuring they have dedicated blocks for deep work and strategic thinking.
• **Gatekeeping & Communication:**
• Serve as the primary point of contact for internal teams, clients, and external partners.
• Manage the CEO's inbox, sort priorities, draft executive-level email responses, and flag urgent matters.
• **Project Tracking & Follow-Up:**
• Attend executive meetings, take meticulous notes, extract action items, and proactively follow up with team members to ensure deadlines are met.
• **Travel & Logistics Coordination:**
• Plan and manage seamless domestic and international travel itineraries, including flights, accommodation, ground transportation, and dining, while accounting for personal preferences.
• **Personal Assistance & Operations:**
• Handle ad-hoc personal tasks (e.g., event planning, gifting, making reservations, family logistics) to ensure the CEO’s daily life runs smoothly.
• **Document & Presentation Support:**
• Prepare, proofread, and format briefing documents, meeting agendas, and slide decks for board meetings or public speaking engagements.

Required Skills & Qualifications

• **Experience:**
• 3+ years of experience as an Executive Assistant, Operations Assistant, or high-level Virtual Assistant supporting C-suite executives or founders.
• **Communication:**
• Flawless written and verbal English.
• Ability to mirror the CEO’s tone and communicate confidently with high-profile stakeholders.
• **Tech-Savviness:**
• Mastery of productivity tools like Google Workspace (Docs, Sheets, Calendar), Slack, Zoom, and project management software (Asana, Notion, ClickUp, or Monday.com).
• **Problem-Solving:**
• A resourceful "figure-it-out" attitude.
• You don't just present problems; you come to the table with 2 to 3 viable solutions.
• **Discretion:**
• Proven ability to handle highly confidential business and personal financial data with total integrity.
• **Availability:**
• Ability to align with the CEO’s working time zone and a willingness to handle occasional urgent after-hours requests.

What Success Looks Like in This Role

• **After 30 Days:**
• You have fully mapped out the CEO's current projects, understood their communication style, taken over daily inbox triage, and smoothed out calendar conflicts.
• **After 90 Days:**
• You are anticipating conflicts before they happen.
• The CEO feels their mental load is significantly reduced, knowing you are tracking deliverables and managing the day-to-day flow seamlessly.