I’m looking for someone who is smart, organized, and trustworthy to be my executive virtual assistant. As clearly as possible, I’m looking for a perfectionist who is extraordinarily detail-oriented.
PLEASE NOTE: This is not an entry-level assistant position. You MUST have at least 1+ years experience as a Virtual Executive Assistant for an executive or business owner.
+ This is a fast-paced, extremely detail-oriented and high-pressure role. Expect to get 30+ emails/day from me, many of which include tasks that must be done that day. You’ll handle my business and personal details, including travel, scheduling, and coordination with my team.
+ I’m looking for someone with extreme attention to detail who enjoys negotiating deals, finding the best travel arrangements, and is fun to work with. If you’re looking for a slower role with 9-5 hours, this is NOT the role for you.
+ But if you have extensive experience managing an executive or business owner’s calendar, travel, and personal affairs, this position will be very challenging and extremely rewarding.
+ This is a part-time role, starting between 20-30 hours per week. Depending on how we work together, this could increase to more hours per month.
+ It’s also remote, so you can work anywhere. We communicate via email, chat, and phone.
Tasks and Responsibilities
+ Create itineraries for optimized work days (best places for coffee, wifi, lunch with clients, massages, etc)
+ Maintain daily calendar, arrange calls, meetings, and conferences while making sure all details are handled in a clear and organized manner
+ Book all travel arrangements, including lodging, transportation, and activities, both within the United States and internationally
+ Assist with research requests, including travel questions and general questions that peak my curiosity
+ Assist with monitoring of my inbox and emails, including responding to clients, other contractors, and business contacts
+ Research and be the point person for service providers for projects such as web design
+ Handle personal details such as shopping, ordering gifts, scheduling personal appointments, and maintaining household items
+ Assist with managing personal finance details including cost cutting, managing refunds and coordinating with my accountant and personal CFO.
+ Serve as point person for both internal and external stakeholders while acting as gatekeeper in a professional manner
+ Assist with small team meetings, and the annual company meeting, including travel arrangements, meeting rooms, dining options, activities, if necessary
+ Coordinate schedules and book all travel arrangements, including flights and lodging, for students and guests who are to travel on behalf of my various companies
+ Perform research tasks for various business and personal matters
+ Assist with the creation, review or formatting of presentations, business documents and contracts
Knowledge & Skills
+ Ability to manage multiple incoming requests, while ensuring they are relayed or handled at the appropriate time, in the necessary order and in the correct manner
+ High level of experience with Google Apps and ConvertKit or similar application
+ Knowledge of Asana or ClickUp
+ Must have a general appreciation for visual design & branding consistency
+ Ability to quickly learn new software applications
+ Capability to set up new systems and processes in order to streamline business and personal functions
Tech Tools Required + Tasks:
Experience with these tech programs is a PLUS (the more tools you know, the higher your chances of being selected for the role).
When you apply, please copy this list and tell me which of the following online tech tools you’re familiar with and what level you consider yourself to be (beginner, intermediate, advanced level).
Zoom – Set up appointments on Zoom Meetings and/or Zoom Webinars
Acuity – Manage my calendar and set up appointments
LastPass – use this for password and access management
Canva – Graphic design – create + update worksheets using existing templates
Asana, Click up – Use this to stay organized + manage communication and tasks
Google Email – Answer Customer Service emails using our email templates (refunds/complaints/questions), organize inbox daily
Facebook Group – Private FB Group management (accept new members into the group and respond to comments and questions as needed, schedule weekly engagement threads)
Google Drive – (organize folders, update google sheets, help create checklists for managing future tasks)
Social Media – Basic knowledge of how Facebook, Instagram and Youtube works
Education and Experience
+ At least 1+ years experience as an Executive Assistant for a C-level executive or business owner
+ Ability to handle 20-30+ emails/day, including rapid tasks and long-term projects
+ Exceptional ability to communicate progress on multiple projects
+ Must be highly organized and efficient
+ Trustworthy with strong personal integrity
+ Killer ability to multitask
+ Forward-thinker who can proactively handle circumstances and situations to head off any crisis situations
+ Experience managing an executive calendar
+ Must be reachable during the working hours established and respond to messages within 2 hours
+ Must be flexible with schedule. I travel often and my time zone changes
+ Top notch communication via email and phone, internally and with customers
+ Proven ability to prioritize tasks
+ Perfectionist, super attention to detail
+ Since this is a virtual position, must be a self-starter, self-motivated, and able to work independently with minimal oversight
+ Must be comfortable developing and working in a virtual relationship, and having limited amount of face time
**Bonus Skill** Repurpose Marketing Content – turn my original video content into mini blog posts and use templates on canva to re-post/share the content across social media channels like instagram, pinterest, facebook, youtube.
You will grow and learn with us!
SALARY: negotiable – based on your experience.
This position is available to start ASAP. We will conduct interviews next week, on camera, via zoom.
There will be a 30-day trial period as part-time. After 30 days, if it’s a good fit for both us, you will become full-time.
Any generic, copy+paste responses will be deleted.
We are happy to train the right person who is going to grow with the company long-term. If you’re interested, please copy the specific keyword „blueBerry VA“ and enter it under the question, „Where did you hear about this position?“
To Apply For This Position:
Please reply with the following THREE things:
1. PLEASE APPLY here: https://forms.gle/527JLjSFsz2zET626
2. A short video ( use the website: https://www.videoask.com/fok9gtekc ) telling me why you think you’d be a good fit for this role (do not submit any video longer than 3 minutes)
If you are missing any of the two things above, your application will not be reviewed.
Thanks for reading, Looking forward to meeting you!
compensation: hourly – starting $18
employment type: part-time
job title: Executive Virtual Assistant Wanted – REMOTE