Executive & Team Virtual Assistant
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Job Description
Remote independent-contractor Virtual Assistant supporting a CEO and event strategy firm’s team operations. Managing calendars, vendors, Airtable systems, documents, and administrative workflows.
Responsibilities:
- Manage the CEO’s Outlook calendar, scheduling, rescheduling, time zones, and travel time
- Prepare meeting briefs, agendas, and relevant background information
- Coordinate travel arrangements and itineraries
- Organize expense receipts and supporting documentation
- Track deadlines, appointments, speaking engagements, and certifications
- Keep priorities and follow-ups organized
- Maintain project, team, vendor, and pipeline information in Airtable
- Perform recurring data entry, cleanup, and record maintenance
- Update project statuses and maintain accurate information after meetings and calls
- Pull basic reports and views for deadlines, tasks, and pipeline activity
- Set up Trello boards for new projects and organize client documents in SharePoint
- Support registration lists, attendee information, and event-related data entry
- Research and shortlist event vendors including venues, catering, AV, production, rentals, transportation, and staffing
- Request and organize quotes, availability, COIs, W-9s, and vendor information
- Prepare side-by-side vendor comparisons
- Maintain vendor records, rates, contacts, and performance information
- Track contracts, deposits, and payment deadlines
- Coordinate internal meetings, take notes, and track action items
- Format and proof decks, reports, run-of-show documents, and other client materials
- Organize shared files, contact lists, and company records
- Prepare documents, PDFs, and e-signature requests
- Maintain consistent filing and naming conventions
- Assist with scheduling social posts and maintaining the content calendar
- Organize video and marketing files
- Support additional administrative tasks as business needs evolve
- Deliver defined, task-specific services under an independent contractor agreement and agreed Statement of Work
Requirements:
- 3+ years of Executive Assistant or Administrative Assistant experience strongly preferred
- Experience supporting a CEO, founder, or senior executive strongly preferred
- Airtable experience required
- Strong Microsoft 365 / Outlook experience required
- Strong data-entry and administrative skills required
- Vendor or supplier research experience strongly preferred
- Event planning, hospitality, agency, or nonprofit experience is a plus
- SharePoint and Trello experience preferred
- Social media scheduling experience is a plus
- Highly organized, proactive, and dependable
- Strong Executive Assistant and back-office support background
- Excellent written English with strong proofreading ability
- Comfortable managing competing deadlines and priorities
- Strong research and vendor-sourcing ability
- Detail-oriented with accurate data-management habits
- Able to work independently and follow through without constant reminders
- Discreet with confidential client, financial, and contract information
- Comfortable supporting both a CEO and a broader project team
- Knowledge of Airtable, Microsoft 365 / Outlook, SharePoint, Trello, Google Docs / Google Sheets, and Canva / PowerPoint
- Working knowledge of e-signature platforms preferred
- English language preference; excellent written English required
- Availability Monday through Friday within 9:00 AM–6:00 PM EST
- Must operate under a Master Services Agreement and Statement of Work as an independent contractor
Benefits:
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- Hours may increase based on performance and workload
- Schedule alignment with the client’s preferred hours where feasible
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