Position: Virtual Executive Assistant (High-Level, Experienced Only)

Location: Remote

Type: Full-Time / Long-Term

Compensation: Based on experience

READ IN FULL BEFORE APPLYING

About the Role

We are seeking a highly experienced Virtual Executive Assistant to support the owner of two rapidly growing businesses. This position requires someone who is extremely organized, fast-learning, detail‑oriented, tech‑savvy, and able to operate with minimal training.

You must be able to pick up workflows quickly, understand systems immediately, and perform at a high level from day one. Tasks such as creating Word documents, building PDFs, designing templates, drafting letters, conducting research, online scheduling, organizing QuickBooks, outreach marketing, and report creation will NOT be trained.

Only apply if you have proven, high-level experience in these areas.

Please note: These responsibilities are not performed every single day. This list reflects the overall scope of duties, and certain tasks may only be completed occasionally, monthly, or as they arise.

Skills

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.