Executive Virtual Assistant

Scope of Work/Responsibilities

A growing organization is looking for a highly organized and proactive Executive Virtual Assistant to support senior leadership and assist with daily business operations. This role requires someone who is detail-oriented, tech-savvy, and comfortable handling a variety of administrative, customer service, and operational tasks.

We are looking to hire immediately, as the executive will be traveling next week. Candidates who are ready to start right away will be prioritized.

Key Responsibilities

Administrative & Executive Support

• Provide direct administrative support to C-suite executives and senior managers
• Manage executive calendars, schedule appointments, and coordinate meetings
• Handle email and text management including sorting, responding, prioritizing, and sending newsletters
• Prepare documents, reports, presentations, and spreadsheets
• Assist with data entry and database management

Customer Support & Communications

• Respond to customer inquiries via email, chat, and phone
• Serve as a customer service representative handling inquiries and resolving issues
• Maintain professional communication across multiple platforms

Sales & Business Development Support

• Appointment setting and calendar coordination
• Assist with business development activities such as cold calling and outreach
• Support inside sales processes, including collecting payments
• Provide assistance as a client success/account manager ensuring customer satisfaction

Operations & Logistics

• Coordinate travel arrangements including flights, accommodations, and transportation
• Support internal operations across multiple business functions
• Assist with CRM updates and operational documentation

Marketing Support

• Create simple graphic designs such as flyers or basic marketing materials using Canva or similar platforms

Requirements

Technical Skills

• Microsoft Office Suite (Word, Excel, PowerPoint)
• Google Workspace (Docs, Sheets, Drive, Calendar)
• Canva or similar graphic design platforms
• Basic IT troubleshooting

Communication Platforms

• Email and phone communication
• Messaging and collaboration tools such as Slack, Salesforce, WhatsApp, or Skype

Qualifications

• Proven experience as an Executive Assistant, Virtual Assistant, or Administrative Assistant
• Strong organizational and multitasking skills
• Ability to manage multiple responsibilities across operations, sales support, and customer service
• Excellent written and verbal communication skills
• Experience working with executives or senior leadership preferred
• Comfortable handling phone calls and client communication

Additional Requirements

• Ability to work full-time during EST business hours (8:30 AM – 5:30 PM)
• Flexible and adaptable to support multiple operational functions
• HIPAA certification preferred or willingness to obtain if required
• Reliable internet connection and professional remote workspace

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.