Executive Virtual Assistant

Job Summary

We are looking for a highly organized, proactive Executive Virtual Assistant to provide thorough administrative support to our executive leadership team. The successful candidate will possess excellent communication skills, be adept at managing time efficiently, handle sensitive information with discretion, and manage numerous tasks in a fast-moving environment.

Key Responsibilities

• Oversee executive calendars, coordinate meetings, and manage appointments.
• Filter and respond to emails, phone calls, and various communications.
• Organize domestic and international travel arrangements, including flights, lodging, and trip itineraries.
• Prepare detailed reports, presentation materials, agendas, and minutes for meetings.
• Coordinate projects and track follow-up actions diligently.
• Perform online research and gather information as required.
• Maintain digital filing systems and ensure accurate record keeping.
• Assist with expense reports, invoicing, and perform basic bookkeeping duties.
• Communicate professionally with clients, vendors, and internal parties.
• Handle confidential information with utmost discretion and uphold executive privacy.
• Support special initiatives and undertake additional administrative responsibilities as assigned.

Required Qualifications

• Minimum high school diploma; associate's or bachelor's degree is preferred.
• Excellent verbal and written communication abilities.
• Strong skills in organization and multitasking.
• High professionalism and keen attention to detail.
• Capable of working independently with limited supervision.
• Effective problem-solving and decision-making capabilities.

Technical Skills

• Proficient with Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experienced with Google Workspace (Docs, Sheets, Gmail, Calendar).
• Familiar with Zoom, Microsoft Teams, Slack, and project management tools such as Asana, Trello, or Monday.com.
• Knowledge of scheduling software, CRM, and cloud storage platforms is beneficial.

Preferred Skills

• Experience in project coordination.
• Basic knowledge of bookkeeping or accounting.
• Social media management capabilities.
• Event planning and coordination experience.
• Ability to prioritize tasks effectively in a fast-paced setting.

Work Environment

• This position supports remote or hybrid work setups.
• Flexibility in schedule to accommodate executive needs.
• May require occasional availability beyond standard business hours.