• Assists the Executive Team with daily administrative duties and completes a broad variety of administrative tasks. • Manages an active calendar of appointments. • Completes expense reports. • Arranges complex and detailed travel plans, itineraries and agendas. • Compiles documents for meetings. • Prepares detailed itineraries for the Executive Team, including important numbers, locations and contact names. • Prepares monthly projected schedules for the Executive Team. • Makes reservations and travel coordination for the Executive Team’s air travel, ground transportation, and lodging. • Manages the complete expense reporting lifecycle for the Executive Team. • Offers on-demand assistance with invoice processing tasks. • Ensures that the Executive Team is provided with briefing materials for each event. • Communicates with internal and external parties on the Executive Team’s behalf. • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Team. • Prioritizes conflicting matters and handles them expeditiously. • Maintains the confidentiality of sensitive company information. • Works closely with the Executive Team members to keep them well informed of upcoming commitments.

Role Description VirtueStaff is seeking a high-level, confident Executive Assistant to serve as a strategic partner to our client. This is not an "order-taker" role; we need a proactive thinker who will learn the nuances of the business to serve clients and manage operations with autonomy. You will be the primary gatekeeper for communications, the architect of client onboarding, and the manager of our digital content and sales systems. The ideal candidate thrives in a fast-paced environment and leverages AI and modern tech to stay three steps ahead of the schedule. - Proven experience with email and calendar management - Manage the owner’s email and LinkedIn, interacting with clients on her behalf with high-level customer service and professional "voice". - Oversee a complex calendar, manage all Zoom calls, and capture comprehensive notes that drive action items - Lead the onboarding process for new clients and pull together high-impact presentations for meetings - Maintain the CRM (ActiveCampaign) by reconciling contacts and performing high-level sales administrative activities - Manage digital content and ensure all postings into the Learning Management System (LMS) are accurate and timely - Manage file structures in Google Drive and project workflows in Asana, utilizing advanced worksheet knowledge to track data - Proven experience as an Executive Assistant working directly for a business owner in a fast-paced, busy environment - Exceptional critical thinking skills; must be proactive and anticipate needs before they are articulated - Advanced knowledge of ActiveCampaign, Asana, and Google Drive - Strong Excel/Sheets knowledge and data exposure - Highly proficient in using AI tools to increase efficiency and speed - High attention to detail, the ability to learn on the fly, and a confident "executive presence" in client-facing interactions Qualifications - Proven experience with email and calendar management - Proven experience as an Executive Assistant working directly for a business owner in a fast-paced, busy environment - Exceptional critical thinking skills - Advanced knowledge of ActiveCampaign, Asana, and Google Drive - Strong Excel/Sheets knowledge and data exposure - Highly proficient in using AI tools - High attention to detail Requirements - Manage the owner’s email and LinkedIn - Oversee a complex calendar and manage all Zoom calls - Lead the onboarding process for new clients - Maintain the CRM (ActiveCampaign) - Manage digital content and postings into the LMS - Manage file structures in Google Drive and project workflows in Asana Benefits - Work From Home - Performance Bonus

• Manage complex executive diaries, prioritising competing demands and deadlines • Arrange all travel, accommodation and detailed itineraries for senior leaders • Prepare high-quality board packs, executive reports and presentations • Screen, draft and manage sensitive executive correspondence with full discretion • Organise company events, off-sites and board meetings to the highest standard • Act as key point of contact between executives and internal and external stakeholders

• Coordinate and manage scheduling to ensure smooth daily operations. • Handle incoming customer service calls as a primary responsibility, providing timely and professional support. • Lead collections efforts, serving as the primary point of responsibility for outstanding accounts. • Perform bookkeeping duties, including recording invoices, processing requisitions, and preparing monthly financial reports. • Prepare and generate accurate estimates (training will be provided). • Manage daily administrative tasks and handle basic intake tasks. • Prepare reports and conduct research as needed. • Keep daily operations organized and running efficiently. • Draft, edit, and proofread emails, documents, and presentations. • Manage communication, including answering calls, and performing follow-ups. • Maintain and update contact lists and databases. • Assist in organizing virtual events and team meetings if necessary. • Track deadlines and ensure timely completion of tasks and projects. • Provide reminders and status updates to team members and stakeholders. • Assist with travel arrangements, when required. • Help identify and implement process improvements to enhance team efficiency. • Perform general administrative and data-related tasks as needed. • Perform other tasks related to the position.