CPT-11496 Executive & Team Virtual Assistant

20four7va; Sydney; Remote; AUD 40,000 - 65,000; Full time

Benefits offered by this job

Competitive rates

Weekly payments

Free training and upskilling

Constant support and guidance

Vibrant community

Job summary

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, focusing on developed markets including Australia. The Business Support VA will provide executive assistance to the Founder & CEO while supporting vendor and administrative operations.

The ideal candidate is proactive, organized, discreet, and able to work in a deadline-driven, multi-project environment with high standards for data integrity and confidentiality.

Qualifications

• 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.
• Vendor or supplier research experience strongly preferred.
• Strong data-entry and administrative skills required.
• SharePoint and Trello experience preferred.
• Social media scheduling experience is a plus.

Responsibilities

• 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.
• Help 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 other event-related data entry.
• 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.

Skills

Executive support

Calendar management

Microsoft 365

Outlook

Airtable

SharePoint

Trello

Google Docs/Sheets

PowerPoint

Canva

Data entry

Vendor research

Proofreading

English communication

Tools

Airtable

SharePoint

Trello

Microsoft 365 / Outlook

Google Docs / Sheets

Canva / PowerPoint

E-Signature Platforms

Job description

Title: CPT-11496 Executive & Team Virtual Assistant

Independent Contractor — CPT-11496 Executive & Team Virtual Assistant/Business Support VA/Junior-Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

An award-winning event strategy and production firm is seeking a highly organized Business Support VA to provide executive support to the Founder & CEO while also supporting recurring team, vendor, and administrative operations.

The role will focus on managing the CEO’s calendar, travel, meetings, and deadlines while also maintaining company systems, supporting vendor research, coordinating team requests, and keeping important administrative work moving.

The ideal candidate is proactive, organized, discreet, and comfortable working in a deadline-sensitive environment with multiple projects and priorities.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Executive Support

• 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
• Help keep priorities and follow-ups organized

Systems & Project Administration

• 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 other event-related data entry

Vendor & Team Support

• Research and shortlist venues, catering, AV, production, rentals, transportation, staffing, and other event vendors
• Request and organize quotes, availability, COIs, W-9s, and related 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

General Administrative & Content Support

• 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

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• 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
• Vendor or supplier research experience strongly preferred
• Strong data-entry and administrative skills required
• Event planning, hospitality, agency, or nonprofit experience is a plus
• SharePoint and Trello experience preferred
• Social media scheduling experience is a plus

IDEAL CANDIDATE PROFILE

• 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
  APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED
• Airtable
• Microsoft 365 / Outlook
• SharePoint
• Trello
• Google Docs / Google Sheets
• Canva / PowerPoint — Working Knowledge Preferred
• E-Signature Platforms

Work Schedule

• Contracted Hours per Week: 20 Hours (Hours may increase based on performance and workload)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: Within 9:00 AM — 6:00 PM EST — Exact Schedule TBD

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
• Contracted Hours per Week: 20 hours/week
• Daily Working Time: Within 9:00 AM — 6:00 PM EST — Exact Schedule TBD
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-C (Excellent Written English Required)
• REGION PREFERENCES: Any

What we offer

• 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
• And more!