Virtual Assistant

Job Title: Virtual Assistant

Responsibilities:

1. Calendar and Schedule Management:
   
• Maintain and manage the executive s calendar ensuring efficient time allocation.
  
• Schedule 1on1 meetings followups and prep sessions ensuring all parties are informed and prepared.
  
• Reserve time for personal development family commitments and fitness.
  
2. Meeting Preparation and FollowUp:
   
• Ensure the executive has updated notes tasks and action items for meetings.
  
• Prepare concise meeting summaries and templates for quick review.
  
• Track and remind the executive of key deadlines and commitments.
  
3. Task and Goal Management:
   
• Maintain an uptodate wellorganized task list highlighting daily weekly and longterm goals.
  
• Help prioritize tasks to align with business objectives and personal goals.
  
4. Email and Communication Management:
   
• Monitor organize and manage emails prioritizing critical communications.
  
• Draft send and follow up on correspondence as needed.
  
5. Relationship Management:
   
• Track and maintain regular contact with key business and personal relationships.
  
• Provide reminders and suggest appropriate touchpoints for maintaining these connections.
  
6. Travel Coordination:
   
• Plan and manage travel arrangements including booking flights accommodations and ground transportation.
  
• Ensure itineraries are clear and comprehensive.
  
7. Time and Access Management:
   
• Act as a gatekeeper to protect the executive s time determining who has free or restricted access.
  
8. Meeting and Deadline Coordination:
   
• Schedule and send reminders for coaching sessions followups and staff deadlines.
  
• Proactively communicate with staff to confirm progress on major projects.
  
9. SelfDevelopment Support:
   
• Help the executive stay accountable to personal development goals including reading researching and fitness.
  
10. Additional Support:
    

• Perform other administrative tasks as assigned to streamline daily operations.
  

How to Be Successful in This Role:

To thrive in this position you must be able to adapt and pivot priorities as needs arise. The executive is highly focused yet approachable and values a firm respectful approach to time management and prioritization.

• Be Firm Yet Respectful: You should be comfortable being assertive about guarding the executive s time yet always communicate in a pleasant humble and respectful manner.
  
• Adaptability is Key: You must have the ability to quickly assess and adjust priorities as meetings and tasks shift in importance.
  
• Understand Priorities: Success will depend on your willingness to ask thoughtful questions listen intently and gain clarity about what matters most to the executive.
  
• Manage Up: Take initiative to hold the executive accountable to their commitments gently nudging them as needed while maintaining a collaborative relationship.
  
• Communication is Critical: Approach interactions with empathy seeking to align your efforts with the executive s goals while maintaining open and honest communication.
  

This role requires a proactive partner who genuinely wants to help the executive succeed by creating space for strategic focus personal development and impactful relationships.

Requirements

Requirements:

• Proven experience as a Virtual Assistant Executive Assistant or in a similar role.
  
• Exceptional organizational and timemanagement skills.
  
• Strong verbal and written communication abilities.
  
• Proficiency in calendar management tools (e.g. Google Calendar Microsoft Outlook).
  
• Familiarity with task management software (e.g. Trello Asana or ClickUp).
  
• Techsavvy with a knack for learning new tools and systems.
  
• Discretion and confidentiality in handling sensitive information.
  
• Proactive and resourceful with the ability to anticipate needs.
  
• Availability to manage timesensitive tasks across time zones if needed.
  

Preferred Qualifications:

• Familiarity with CRM tools and maintaining contact databases.
  
• Experience managing travel arrangements and itineraries.
  
• Background in coaching or executive support is a plus.
  

Benefits

Benefits