Job Title: Virtual Executive Assistant (Full Time)

 

About the Company:

Our client is a well-established performing arts theater known for hosting a variety of national and international shows. They collaborate with artists globally and handle a high volume of daily communications with patrons, partners, and production teams.

 

Job Description:

This role demands strong executive-level assistance experience, excellent judgment, and proactive management of communications and administrative workflows.

 

Responsibilities:

• Monitor and manage all incoming communications (email, calls, text messages).

• Serve as the primary gatekeeper for communications and delegate appropriately.

• Respond professionally on behalf of the Founder.

• Organize and maintain task systems based on incoming communications.

• Anticipate scheduling needs and manage the calendar effectively.

• Prepare detailed meeting descriptions, including context, background, links, and action points.

• Ensure meetings are properly set up with recording and note systems.

• Review meeting notes and create actionable follow-up tasks.

• Proactively follow up on pending items and ensure completion.

• Supervise and guide the Junior Virtual Assistant.

• Conduct daily handoff/overlap meetings with the Junior Assistant.

• Update website calendar and basic website content via Squarespace.

• Provide real-time patron support (parking info, show details, ticket issues).

• Coordinate internally when ticketing or patron issues arise.

 

Required Experience and Qualifications:

• Proven experience as an Executive Assistant supporting a Founder or C-level executive.

• Strong experience managing high-volume email and communication flows.

• Excellent written and spoken English.

• Experience handling scheduling with attention to executive workload balance.

• Ability to anticipate needs and work independently.

• Strong organizational and delegation skills.

• Experience working remotely in a structured and accountable manner.

• High level of consistency, stability, and reliability.

 

Preferred Skills:

• Experience in arts, entertainment, or creative industries.

• Bilingual English/Spanish.

• Experience with Google Workspace.

• Experience with Squarespace.

• Familiarity with Canva and QuickBooks.

• Experience managing CRM or ticketing-related workflows.

 

Personality:

• Highly proactive and anticipatory.

• Extremely organized and detail-oriented.

• Self-accountable and consistent.

• Calm under pressure during high-traffic show times.

• Strong communicator.

• Interested in the performing arts.

• Professional, stable, and dependable.

 

Software & Tools:

• Google Workspace

• Google Voice

• Squarespace

• Canva

• QuickBooks

• Task management tools within Google

• Ticketing system (as needed)

 

English Level:

C2

 

Schedule:

Full time, Monday to Friday 8:00 AM – 4:00 PM (Pacific Time)

 

Salary and Benefits:

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

• Long-term opportunity.

• Full-time remote position.