Original listing text, shown exactly as published by the company.
About the Role
Think strategist-meets-executor. You’ll anticipate needs, reduce noise, and keep everything moving—meetings prepped, follow-ups sent, docs clean, tasks tracked, and outcomes documented. You’ll translate open-ended requests into a structured checklist, choose the right tool (CRM, doc, board, or template), and close loops with friendly, professional updates. Calm under pressure, precise in your writing, and proactive with solutions—that’s your signature.
What You’ll Do
- Calendar & Inbox Command: Manage busy executive calendars, triage emails, draft replies, schedule across US time zones, and protect focus time.
- Client Communications: Respond to inquiries, prep meeting agendas, capture minutes/action items, and own follow-ups to completion.
- Project Support: Build task boards, track deadlines, and maintain status updates in tools like Asana/ClickUp/Trello; escalate risks early.
- Documentation & SOPs: Create and maintain checklists, templates, and SOPs so recurring work becomes predictable and faster.
- Research & Reporting: Conduct targeted research (vendors, tools, market info), synthesize findings, and prepare concise summaries or slide decks.
- Data & Files: Clean up docs and folders, maintain naming/versioning standards, and ensure everything’s easy to find.
- Light Bookkeeping (as needed): Categorize expenses, match receipts, prep simple invoices/credit notes, and coordinate with the accounting team (QuickBooks/Expensify basics).
- CRM Hygiene: Update records, log activities, prep lists/exports, and keep pipelines tidy (HubSpot/Salesforce or similar).
- Travel & Logistics: Arrange travel, prepare itineraries, and manage event logistics when required.
- Quality, Privacy & Security: Follow data-handling policies, use MFA, and observe least-privilege access at all times.
What You’ll Bring
- 3+ years in a Virtual Assistant/Executive Assistant/Operations role supporting C-level leaders or Senior stakeholders.
- Tool fluency: Google Workspace (Docs/Sheets/Drive), Microsoft Office, Slack/Zoom/Teams, and at least one CRM.
- Organization & Follow-through: You live by checklists, time blocking, and clear documentation; nothing falls through the cracks.
- Excellent English (written & spoken): clear, friendly, and professional—your emails read like you mean business.
- Problem solving: You turn vague asks into concrete next steps; you propose options, not obstacles.
- Time-zone alignment: Comfortable working US business hours
- Nice-to-haves: Light bookkeeping, basic reporting/BI know-how, experience with Notion, Calendly, Zapier, Canva/Slides.
The Ideal Candidate
- Predictive, not reactive: You anticipate needs and prepare materials before they’re asked for.
- Detail-obsessed, deadline-driven: You spot inconsistencies, fix formatting, and hit send with confidence.
- Process-minded: You love creating templates/SOPs and shaving minutes off recurring tasks with smart shortcuts.
- Calm communicator: You keep stakeholders aligned with brief, timely updates and well-labeled docs.
- Team-first: You collaborate openly, ask crisp questions, and share what you’ve standardized so others benefit.
