Job Title: Virtual Executive Assistant

 

About the Company:

Our client is a wellness education company that teaches Qigong through live and recorded online classes. They offer a variety of subscription-based and one-time purchase programs, combining high-quality video production with engaging virtual experiences.

 

Job Description:

Our client is seeking a detail-oriented and proactive Virtual Executive Assistant to support their remote operations. This part-time role (20 hours per week) focuses primarily on administrative functions, HR-related coordination, and general organizational support. The ideal candidate will have excellent English communication skills, strong follow-through, and the ability to manage time-sensitive tasks across various U.S. state regulations.

This role is ideal for someone who thrives in a fast-paced virtual environment, is highly organized, and can independently handle a broad range of support activities with minimal supervision.

 

Responsibilities:

• Handle administrative and HR-related tasks, including follow-ups with state agencies and benefit providers.

• Manage incoming physical and digital mail, organizing and routing items appropriately.

• Schedule and coordinate team meetings, including preparation of materials.

• Serve as point of contact for state-specific employment paperwork and compliance.

• Make time-consuming calls to government agencies (e.g., Unemployment Insurance offices).

• Track tasks and follow-ups to ensure nothing falls through the cracks.

• Support team members by proactively asking for additional work when capacity allows.

 

Required Experience and Qualifications:

• Prior experience in administrative support or executive assistant roles.

• Excellent spoken and written English communication skills.

• Strong attention to detail and ability to self-manage.

• Comfortable handling time-consuming tasks such as phone calls to U.S. agencies.

• Experience working remotely with international or U.S.-based teams.

 

Preferred Skills:

• Background or familiarity with U.S. HR administration or compliance (training provided).

• Ability to stay organized in a complex, multi-state regulatory environment.

• Prior experience coordinating benefits, insurance, or employment paperwork is a plus.

 

Personality:

• High follow-through and task ownership.

• Comfortable chasing down tasks and ensuring deadlines are met.

• Proactive communicator who isn’t afraid to ask questions or request clarification.

• Self-starter with a sense of urgency and reliability.

• Adaptable and resourceful, especially when learning new systems or procedures.

 

Software & Tools:

• Google Workspace (Docs, Sheets, Drive, Calendar)

• Zoom

• Internal task management and email systems (training provided)

• Basic familiarity with productivity tools like Slack, Trello, or Notion is a plus.

 

English Level:

C2

 

Schedule:

10-2 EST

 

Compensation & Benefits:

Payment in USD or Local Currency according to candidate's preference.

• Part-time (20 hours/week) with potential to grow into a full-time role.

• Flexible working hours within a remote team.

• Long-term opportunity with a values-driven and people-oriented company.