Senior Executive Virtual Assistant

Role Summary

We are seeking an experienced Executive Virtual Assistant to become the client's trusted right-hand support. This role requires someone who thrives in a fast-moving environment where priorities can change daily. Rather than performing the same routine tasks each day, the Executive VA will serve as an all-around operations partner, helping solve problems, coordinate logistics, conduct research, and provide executive support whenever and wherever it is needed.

The ideal candidate is resourceful, highly organized, calm under pressure, and capable of responding quickly when unexpected situations arise while the client is traveling across the United States.

Key Responsibilities

Executive Support

• Manage calendars, appointments, and scheduling.
• Organize and prioritize emails and correspondence.
• Coordinate meetings and prepare agendas.
• Track action items and project deadlines.
• Prepare documents, reports, and presentations.
• Handle confidential information with professionalism and discretion.

Operations & Problem Solving

• Respond to changing priorities and urgent requests throughout the day.
• Research local vendors or service providers as needed (e.g., electricians, suppliers, event services, transportation, accommodations, etc.).
• Quickly identify solutions to operational challenges during events.
• Assist with miscellaneous business tasks as assigned.
• Adapt to new responsibilities as business needs evolve.
• Exercise sound judgment while keeping the client informed before making major decisions.

Travel Planning

• Research and book flights, hotels, transportation, and accommodations.
• Prepare detailed travel itineraries.
• Coordinate travel logistics and last-minute schedule changes.
• Support the client remotely while traveling.

Project & Team Coordination

• Coordinate with internal team members and external partners.
• Monitor project timelines and deliverables.
• Help resolve day-to-day operational issues.
• Follow up on delegated tasks to ensure completion.

Administrative Support

• Organize digital files and business documents.
• Conduct online research.
• Maintain task trackers and internal documentation.
• Assist with special projects and additional administrative duties as assigned.

Preferred Qualifications

• 5+ years of Executive Virtual Assistant or Executive Assistant experience.
• Exceptional organizational and multitasking abilities.
• Outstanding written and verbal communication skills in American English.
• Strong decision-making and problem-solving skills.
• Ability to work independently with minimal supervision.
• Experience supporting executives or business owners.
• Comfortable working in a dynamic environment where priorities frequently change.
• Able to follow direction while also taking initiative when appropriate.
• Strong internet research skills with the ability to quickly locate accurate information.
• Excellent judgment regarding when to execute independently and when to seek clarification.
• Experience supporting businesses with frequent travel or live events is highly preferred.

Communication & Work Style Expectations

Success in these roles requires candidates who:

• Communicate proactively and professionally.
• Ask clarifying questions before proceeding when instructions are unclear.
• Follow established processes rather than making assumptions.
• Can shift priorities quickly as business needs change.
• Are dependable, responsive, and comfortable working independently.
• Maintain regular communication while respecting the client's schedule.
• Can be reached within a reasonable timeframe during active event periods, even while working a flexible schedule.

Ideal Candidate Profile

We are looking for professionals who are:

• Trustworthy and dependable.
• Exceptionally organized and detail-oriented.
• Flexible and adaptable in a rapidly changing environment.
• Strong communicators with excellent written American English.
• Comfortable following detailed instructions and established workflows.
• Resourceful problem-solvers who know when to take initiative and when to seek clarification.
• Responsive and reliable, especially during busy event periods.
• Able to work independently while remaining aligned with the client's priorities.
• Interested in building a long-term working relationship as the business continues to grow.