Virtual Executive Assistant

Key Responsibilities 

1. Personal & Life Management

• Handle personal appointments (doctor visits, etc.).
• Book restaurants, hotels, and reservations.
• Order household items you run out of; price shop for best options.
• Manage returns, cancellations, and online orders.
• Coordinate with contractors, landscapers, or home service providers.
• Pay online bills, set up auto-pay, and call customer service when needed to.
• Travel planning and research (flights, hotels, itineraries).

2. Communication Management

• Filter and prioritize all communication (calls, texts, emails).
• Only push the important messages to you and handle the rest.
• Answer and respond to emails that require your attention.
• Coordinate meetings with internal staff and contractors (e.g., graphic designers).
• Arrange all Zoom links and ensure meeting prep is done.
• Join meeting, and take notes; convert them into action. 
• Think ahead for your day so you’re never unprepared.

3. Business Administration & Support

• Organize QuickBooks bookkeeping for two small businesses.
• Fill out, manage, and track paperwork as needed.
• Conduct heavy research on any topic you assign.
• Draft contracts and professional business letters on letterhead.
• Create clear PDF forms for both businesses.
• Build templates (intake forms, trackers, logs, scripts).
• Create strong training manuals and SOP-style documents.
• Create meeting agendas and PowerPoints.
• Weekly check-ins with selected employees to ensure tasks are moving.
• Pull daily/weekly reports from all systems and send them directly to you.

4. Marketing, Outreach & Lead Management

• Connect and market on LinkedIn on your behalf.
• Conduct outreach marketing and schedule meetings for both businesses (must be an expert at this).
• Prepare a weekly "marketing performance report.” From one of my companies 
• Keep track of who you need to follow up with.
• Make sure no lead or opportunity is ever lost.
• Call new leads and schedule intakes.

5. Hiring & Contractor Management

• Find new freelancers or potential hires for specific tasks.
• Coordinate directly with designers, marketers, editors, and external contractors.
• Willing to think critically, learn fast, and brainstorm solutions with you.

6. Executive Support & Reporting

• Provide a daily executive summary ("Here’s what happened today… here’s what we need to do… etc.").
• Remind you daily about what needs your attention.

Monday Morning CEO Briefing:

• What’s happening this week.
• Your meetings for the week.
• Pending tasks.
• Team deadlines.
• Items requiring your attention.

Friday Weekly Summary:

• Everything completed.
• Everything still pending.
• What they handled behind the scenes.
• Recommendations for the upcoming week.

Required Skills & Qualifications

• HIGH experience level required. This is NOT an entry-level position.
• Must learn extremely fast with minimal training.
• Strong experience with: Word documents, PDF creation, form creation, templates, agendas, and professional letters.
• Strong administrative, organizational, and communication skills.
• Ability to work under pressure and manage multiple ongoing tasks.
• Comfortable working directly with business owners and handling confidential information.
• Professional communication skills (written & verbal).
• Ability to problem-solve, think critically, and work independently.
• Experience in outreach marketing or appointment-setting is required.
• Must be reliable, self-driven, and committed to long-term work.

How to Apply

Please submit:

• Your resume
• A short video or written introduction about your experience
• Samples of documents you’ve created: PDF forms, templates, letters, agendas, etc.

This position is for someone who wants to support a fast-moving entrepreneur and play a key role in helping multiple businesses grow. If you are highly experienced and ready to take on a leadership-support role with low training and high responsibility, we want to hear from you.