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Virtual Executive Assistant
Location
United States
Posted
21 hours ago
Salary
0
Seniority
Senior
Job Description
Virtual Executive Assistant
VaVa Virtual Assistants
• Manage day-to-day client account activities with reliability and attention to detail • Anticipate client needs before they are stated, and communicate progress consistently so clients always know where things stand • Handle challenges independently without allowing quality to slip or client confidence to waver • Maintain awareness of engagement hours and flag early when adjustments may be needed to sustain the level of service clients expect • Manage client inboxes by prioritizing and filtering messages, drafting responses, and ensuring nothing falls through the cracks • Coordinate complex calendars across time zones, including scheduling meetings, sending reminders, and resolving conflicts proactively • Plan and execute logistics for virtual and in-person meetings, conferences, and events, from agenda preparation to follow-up • Prepare presentations, reports, and supporting materials that are polished and ready without requiring significant client revision • Conduct research on topics, vendors, tools, or competitors and deliver findings in a clear, usable format • Draft, proofread, and edit correspondence across email, documents, and other communication channels on behalf of the client • Maintain and update CRM systems, ensuring contact records, notes, and follow-up tasks reflect current and accurate information • Handle sensitive and confidential information with discretion at all times, including personal, financial, and business-critical data • Anticipate client needs based on patterns and context, surfacing tasks or potential issues before they are asked about • Collaborate with fellow VaVa contractors when projects benefit from shared support or specialized expertise • Manage administrative tasks across tools such as Google Workspace, Microsoft 365, project management platforms, and scheduling software • Communicate proactively with the client about task status, deadlines, and any obstacles that could affect delivery • Support travel planning and coordination, including itineraries, bookings, and contingency management when plans change • Handle additional administrative requests as they arise, with flexibility and a solutions-oriented approach
Job Requirements
- Must reside and be authorized to work in the United States
- At least 3 years of demonstrated experience in an executive or administrative support role, including direct support to at least one executive
- At least 1 year of experience working full-time in a virtual or remote capacity
- Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients
- Proficiency in Google Workspace and Microsoft Office, with the ability to produce polished documents, spreadsheets, and presentations without client oversight
- Confident daily use of Slack and Zoom, including virtual meeting setup, basic troubleshooting, and professional facilitation support
- Working experience with at least one CRM tool; familiarity with a native or industry-specific system is acceptable, though broader exposure is preferred
- Working experience with at least one project management platform such as Trello, Asana, ClickUp, Notion, or Monday.com
- Demonstrated ability to manage high-volume inboxes and complex calendars remotely, across multiple time zones if needed
- Experience coordinating travel arrangements, including itineraries, bookings, and last-minute changes
- General AI literacy and comfort using AI tools to increase productivity, draft content, or streamline routine tasks
Benefits
- Regular calls with clients and fellow contractors keep you connected to the broader VaVa team
- Every interaction is an opportunity to reflect our mission, vision, and values
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