Executive & Team Virtual Assistant

• Manage the CEO’s Outlook calendar, scheduling, rescheduling, time zones, and travel time
• Prepare meeting briefs, agendas, and relevant background information
• Coordinate travel arrangements and itineraries
• Organize expense receipts and supporting documentation
• Track deadlines, appointments, speaking engagements, and certifications
• Keep priorities and follow-ups organized
• Maintain project, team, vendor, and pipeline information in Airtable
• Perform recurring data entry, cleanup, and record maintenance
• Update project statuses and maintain accurate information after meetings and calls
• Pull basic reports and views for deadlines, tasks, and pipeline activity
• Set up Trello boards for new projects and organize client documents in SharePoint
• Support registration lists, attendee information, and event-related data entry
• Research and shortlist event vendors including venues, catering, AV, production, rentals, transportation, and staffing
• Request and organize quotes, availability, COIs, W-9s, and vendor information
• Prepare side-by-side vendor comparisons
• Maintain vendor records, rates, contacts, and performance information
• Track contracts, deposits, and payment deadlines
• Coordinate internal meetings, take notes, and track action items
• Format and proof decks, reports, run-of-show documents, and other client materials
• Organize shared files, contact lists, and company records
• Prepare documents, PDFs, and e-signature requests
• Maintain consistent filing and naming conventions
• Assist with scheduling social posts and maintaining the content calendar
• Organize video and marketing files
• Support additional administrative tasks as business needs evolve
• Deliver defined, task-specific services under an independent contractor agreement and agreed Statement of Work

• 3+ years of Executive Assistant or Administrative Assistant experience strongly preferred
• Experience supporting a CEO, founder, or senior executive strongly preferred
• Airtable experience required
• Strong Microsoft 365 / Outlook experience required
• Strong data-entry and administrative skills required
• Vendor or supplier research experience strongly preferred
• Event planning, hospitality, agency, or nonprofit experience is a plus
• SharePoint and Trello experience preferred
• Social media scheduling experience is a plus
• Highly organized, proactive, and dependable
• Strong Executive Assistant and back-office support background
• Excellent written English with strong proofreading ability
• Comfortable managing competing deadlines and priorities
• Strong research and vendor-sourcing ability
• Detail-oriented with accurate data-management habits
• Able to work independently and follow through without constant reminders
• Discreet with confidential client, financial, and contract information
• Comfortable supporting both a CEO and a broader project team
• Knowledge of Airtable, Microsoft 365 / Outlook, SharePoint, Trello, Google Docs / Google Sheets, and Canva / PowerPoint
• Working knowledge of e-signature platforms preferred
• English language preference; excellent written English required
• Availability Monday through Friday within 9:00 AM–6:00 PM EST
• Must operate under a Master Services Agreement and Statement of Work as an independent contractor

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• Hours may increase based on performance and workload
• Schedule alignment with the client’s preferred hours where feasible