Job summary
The Virtual Assistant provides remote administrative, scheduling and communication support to [the executive / team]. The role keeps calendars, inboxes, documents and day-to-day tasks organized so leaders can focus on higher-value work. The ideal candidate is organized, discreet, proactive and comfortable working independently across time zones.
Key responsibilities
Calendar and schedule management
- Manage calendars, schedule meetings and resolve conflicts across time zones
- Send invites, prepare agendas and share meeting links and materials ahead of time
- Coordinate travel: flights, accommodation, itineraries and visa reminders
Email and communication
- Monitor, sort and prioritize the inbox; flag urgent items
- Draft and send routine replies, follow-ups and announcements on behalf of the executive or team
- Handle phone calls, voicemails and chat messages professionally
Administrative and document support
- Create, format and proofread documents, presentations and spreadsheets
- Organize shared drives and keep files named, versioned and easy to find
- Take meeting notes, track action items and follow up on deadlines
Data entry and research
- Update CRM, project management and internal databases accurately
- Conduct online research and compile short summaries or comparison reports
- Prepare simple reports on tasks, metrics or project status
Operations and light finance support
- Process expense reports, invoices and receipts
- Track subscriptions, renewals and vendor contacts
- Support onboarding tasks, event coordination and other projects as assigned
Confidentiality
- Handle sensitive information, credentials and personal data with discretion and in line with company policy
Qualifications
Required
- At least 1–2 years of experience as a virtual assistant, executive assistant or administrative role
- Excellent written and spoken English
- Strong organization and time management; able to juggle multiple priorities
- Proficiency with Google Workspace and/or Microsoft 365
- Reliable computer, stable high-speed internet and a quiet workspace
- Proven discretion with confidential information
Preferred
- Bachelor's degree or equivalent work experience
- Experience supporting executives or remote teams across time zones
- Familiarity with project management and CRM tools
- Basic bookkeeping or invoicing experience
Core skills
- Clear, professional communication
- Attention to detail and accuracy
- Proactive problem solving; anticipates needs before being asked
- Self-motivated and dependable with minimal supervision
- Quick to learn new tools and processes