Virtual Executive Assistant
About the Job
We are seeking a highly capable Virtual Executive Assistant to provide dedicated support to a senior executive in a polished, fast-paced, high-urgency environment. This is a true executive assistant role for a smart, quick, vetted, experienced EA with initiative. The ideal candidate operates as a genuine right hand: anticipating needs, exercising sound judgment, and executing with precision and speed. If you thrive in a dynamic environment and take ownership of your principal’s priorities as if they were your own, we want to hear from you.
Key Responsibilities
- Manage the executive’s calendar with a high level of organization, prioritization, and proactive follow-through- owning the schedule, not just maintaining it
- Coordinate meetings and communications across Microsoft Outlook, Microsoft Teams, and Zoom
- Proactively identify needs, flag risks, and act without requiring constant direction
- Handle phone calls and relay important messages promptly and professionally
- Create, update, and manage Excel workbooks with confidence and accuracy
- Assist with PowerPoint presentations and special projects as needed
- Provide light marketing support when required, such as creating simple flyers or coordinating collateral
- Conduct research and development tasks to support executive decision-making
- Keep the executive informed of time-sensitive priorities and ensure follow-ups are closed out
- Manage travel arrangements, including flights, hotels, and dining itineraries
- Handle personal scheduling, appointments, and reminders
- Order personal items, gifts, or meal deliveries if ever needed (infrequent)
- Secure and always maintain confidentiality of sensitive information
- Support cross-functional needs while maintaining primary focus on executive assistance
Required Qualifications
- Bachelor’s degree from an accredited university
- Minimum 2 years of demonstrated, hands-on executive assistant experience — not adjacent roles
- B2B experience for an executive providing client services (a consulting/lawfirm/CPA firm ideal)
- Expert-level proficiency in Microsoft Suite and Microsoft Teams: capable of building workflows, troubleshooting issues, and problem-solving independently without IT escalation (not just “tech-savvy” but Microsoft true super-user mastery)
- Executive calendar management experience, including the ability to prioritize, anticipate conflicts, and follow through without prompting
- Fast-paced, high-urgency working style with the ability to shift priorities seamlessly
- Strong, fluent, and flowing spoken English and a clear, professional communication style, able to be easily understood by American stakeholders.
- Proactive critical thinker who brings solutions, not just completed tasks
- Exceptional organizational skills with strong attention to detail
- Comfortable performing core administrative work as the primary function of the role, not someone looking to quickly (24 months) transition away from EA responsibilities
Work Style and Ideal Fit
The successful candidate will be:
- Highly responsive and execution-driven — someone who closes the loop without being asked
- Organized, dependable, and calm under pressure
- Confident enough to bridge organization and creativity, implementing ideas, not just discussing them
- At least 1 year of experience in a B2B environment
- Genuinely interested in the executive assistant function, including willingness to pitch in across tasks as needed
- A natural extension of the executive: operating with initiative, judgment, and appropriate speed
What We Are Not Looking For:
- Candidates who describe themselves as “good with technology and will figure it out” — They must in fact be proven Microsoft experts (not familiar but Google suite experts).
- Individuals seeking a transition out of administrative work
- Task-takers who wait to be told what to do next
- Slow and steady paced