Virtual Assistant – Executive & Administrative Support
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Job Description
Join us as a Virtual Assistant to provide executive and administrative support to various clients across multiple industries. This remote role involves coordination, communication, and operational execution.
Responsibilities:
- Manage complex calendars and coordinate meetings across multiple stakeholders and time zones
- Schedule and reschedule appointments based on shifting priorities
- Ensure executives are prepared for meetings with relevant context and materials
- Track follow-ups and ensure commitments are actioned
- Monitor and manage executive inboxes daily
- Prioritize, organize, and flag important messages
- Draft professional responses based on provided guidelines
- Track ongoing priorities, tasks, and internal initiatives
- Ensure deadlines, deliverables, and follow-ups are organized and monitored
- Support execution of day-to-day operational needs
- Prepare meeting agendas and supporting materials
- Take structured meeting notes and document key decisions
- Track action items and follow up on completion
- Support communication between internal departments (operations, sales, marketing, finance, etc.)
- Coordinate with external stakeholders such as vendors, partners, or client-side contacts when required
- Assist in resolving coordination gaps between internal and external stakeholders
- Conduct research and prepare summaries for decision-making
- Assist in organizing reports, documents, and internal files
- Support ad hoc operational and strategic tasks as needed
Requirements:
- Proven experience in executive assistant or high-level administrative support roles
- Strong organizational and time management skills
- Excellent written and verbal communication
- Ability to manage confidential information with discretion
- Experience supporting executives or senior leaders is highly preferred
- Strong problem-solving and prioritization skills
- Familiarity with Google Workspace / Microsoft Office
- Calendar management tools
- Project management tools (Asana, ClickUp, Trello, Notion)
- Communication tools (Slack, Zoom, email platforms)
- Basic CRM familiarity is a plus
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