Virtual Assistant (Executive Assistant)

About the Company

Our client is an innovative and fast-growing startup seeking a detail-oriented and proactive Virtual Assistant to support the executive team. The company operates in a dynamic, creative industry, and this role offers an opportunity to grow into a larger position over time.

Job Description

The Virtual Assistant will provide day-to-day administrative support, including scheduling, invoicing, and coordination tasks. The role requires a high level of organization, strong written communication skills, and the ability to work independently while supporting executives.

📌 This is a part-time position (20 hours per week) with the potential to become full-time in the future. The company values candidates who take ownership of their responsibilities and are eager to grow within the role.

📌 Preferred working hours: 10 AM - 2 PM EST (flexibility possible).

Responsibilities

Manage executive calendars, including scheduling meetings and coordinating travel arrangements.
Handle invoices, billing, and expense tracking.
Coordinate internal and external communications, including emails and scheduling client calls.
Maintain and organize important documents, spreadsheets, and reports.
Attend meetings as required to take notes and ensure follow-ups.
Provide general administrative support as needed.
Occasionally sit in on meetings to gain familiarity with clients and company operations.
Communicate directly with clients via email in a professional yet personable manner.
Track and manage expense accounts.

Required Experience and Qualifications

1+ years of experience in an administrative or executive assistant role.
Proficiency in Microsoft Excel and PowerPoint.
Strong attention to detail and excellent organizational skills.
Ability to manage multiple tasks, meet deadlines, and work independently.
Excellent spoken and written English (C2 level or near-native proficiency).

📌 Strong written communication skills are essential. Candidates should have excellent grammar, punctuation, and clarity.

Preferred Skills

Experience with scheduling tools and expense management software.
Basic knowledge of Canva (not required but a plus).
Personality Traits
Proactive, resourceful, and self-motivated.
Detail-oriented and highly organized.
Comfortable working in a startup environment.
Strong communication skills with a balance of professionalism and informality.
Willing to provide input and suggestions to improve workflows.

📌 The ideal candidate should be adaptable and open to growth within the company.

Software & Tools

Microsoft Excel and PowerPoint.
Google Calendar, Outlook, or similar scheduling tools.
Email management tools.

Compensation & Work Expectations

Payment will be made in USD or local currency according to the candidate’s preference.
Candidates must be reliable, committed, and capable of maintaining a high standard of work.
The company values individuals who take their role seriously and approach their work with enthusiasm and initiative.