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Executive Virtual Assistant
Overview
Are you a seasoned, highly organized professional with a passion for delivering exceptional executive support in both virtual and in-person settings? We’re seeking an experienced Executive Virtual Assistant to provide premium administrative and operational support to our CEO. This role combines remote administrative duties, virtual event coordination, and quarterly travel for in-person events. It’s an exciting opportunity for a tech-savvy, adaptable individual who thrives in fast-paced environments and is eager to grow with our dynamic, client-focused company.
Core Responsibilities
As the Executive Virtual Assistant, you will:
Event and Meeting Coordination:
- Serve as the backup on-camera host for monthly virtual events held Monday-Friday, 4:00 PM – 9:00 PM EST, and one Saturday morning (8:00 AM – 12:00 PM EST) per month.
- Organize and lead virtual team meetings (weekly) and quarterly in-person events (85% remote role with 15% travel).
- Plan and execute hybrid events, including:3-4 annual in-person events/workshops.
- Monthly virtual meetings, webinars, and client experiences.
- Research, vet, and manage relationships with event vendors, venues, service providers, and travel/accommodation partners.
- Oversee logistics for both virtual and in-person events, ensuring a seamless experience for participants.
Core Responsibilities
As the Executive Virtual Assistant, you will:
Event and Meeting Coordination:
- Serve as the backup on-camera host for monthly virtual events held Monday-Friday, 4:00 PM – 9:00 PM EST, and one Saturday morning (8:00 AM – 12:00 PM EST) per month.
- Organize and lead virtual team meetings (weekly) and quarterly in-person events (85% remote role with 15% travel).
- Plan and execute hybrid events, including:3-4 annual in-person events/workshops.
- Monthly virtual meetings, webinars, and client experiences.
- Research, vet, and manage relationships with event vendors, venues, service providers, and travel/accommodation partners.
- Oversee logistics for both virtual and in-person events, ensuring a seamless experience for participants.
Client & Team Relationships:
- Deliver white-glove client service, including personalized communication, VIP client experience management, and relationship building.
- Lead vendor contract negotiations and maintain a preferred vendor list.
- Coordinate high-end catering, venues, and event experiences.
Technology & Tools:
- Utilize tools like G-Suite, Zoom, Asana, and CRM platforms (ActiveCampaign experience is a plus).
- Manage email marketing platforms and CRM tools to support client engagement.
- Oversee project management workflows to ensure deadlines and deliverables are met.
Required Qualifications:
- 3+ years of executive-level administrative support experience (experience with CEOs or senior leaders preferred).
- Proven expertise in managing both virtual and in-person events.
- Strong digital literacy and ability to quickly learn and adapt to new tools and technologies.
- Proficient in G-Suite, Zoom, Asana, and CRM tools (ActiveCampaign experience is a bonus).
- Excellent written and verbal communication skills with a professional demeanor.
- Exceptional organizational and time management skills, with the ability to manage multiple priorities effectively.
- Reside near a major airport or metropolitan area for efficient travel (15% travel required).
Key Attributes:
- Client-facing and results-driven: You thrive in delivering exceptional experiences and exceeding expectations.
- Proactive and detail-oriented: You anticipate needs, identify solutions, and keep operations running smoothly.
- Adaptable and resourceful: You excel in both virtual and in-person environments, adjusting as needed to meet goals.
- Confidential and professional: You handle sensitive information with discretion and maintain high ethical standards.
- Relationship builder: You have a knack for fostering strong connections with clients, vendors, and team members.
- Tech-savvy: You embrace technology to streamline processes and enhance productivity.
Position Details:
- Time Commitment: 10-15 hours per week, with potential for increased hours and a path to full-time employment.
- Work Arrangement: Hybrid: Primarily remote, with monthly virtual meetings and quarterly in-person travel (travel and lodging expenses covered).
- Location: Remote, but applicants must reside near a major airport for efficient travel to in-person events.
- Compensation: Competitive hourly rate based on experience.
- Growth Potential: Opportunity to expand responsibilities and grow with the company.
About You:
The ideal candidate is a polished professional who thrives on creating exceptional experiences, maintaining efficient systems, and delivering consistent, high-quality results. You are comfortable managing multiple priorities in a fast-paced environment and are excited about the opportunity to grow alongside our company.
Please include the following with your resume submission :
Describe a project or professional experience that speaks to the ABOUT YOU section above