Executive Virtual Assistant

Zohorecruit; Polska; Hybrid; PLN 120,000 - 180,000; Full time

Job summary

Thoby is seeking a highly proactive Executive Virtual Assistant to provide high-level support to the founder and potentially to a partner, across UK and US time zones. The role emphasizes discretion, initiative, and building robust systems rather than transactional tasks.

You will manage diaries, coordinate meetings with senior clients, handle email, transcribe meetings using AI tools, and help develop efficient workflows.

Qualifications

• Proven experience as an Executive Assistant, Executive VA or similar.
• Strong experience managing executive calendars across international time zones.
• Excellent client-facing communication and discretion.

Responsibilities

• Executive and diary management across UK and US time zones.
• Coordinate and schedule meetings with senior executives and clients.
• Manage email and communications with high-priority clients.
• Prepare structured meeting notes and action points from transcripts.
• Support workload prioritisation and proactive process improvements.
• Assist with occasional domestic and international travel arrangements.
• Provide invoicing support if required in future.
• Maintain organised records using OneNote.

Skills

Diary management

Calendar coordination

Executive support

Client liaison

Discretion

Stakeholder communication

Cross-timezone coordination

Tools

Microsoft 365

Outlook

Microsoft Calendar

Excel

Microsoft Teams

Zoom

Google Calendar

OneNote

AI transcription tools

Job description

We are seeking a highly proactive, commercially aware, and highly organised Executive Virtual Assistant to provide high-level support to client, with potential to extend support to his business partner, as the business grows.

This is a relationship-driven role for someone who can work at pace, take initiative, anticipate needs, and bring structure to a fast-moving executive's workload. The ideal candidate will be confident in managing senior-level client relationships, coordinating across UK and US time zones, and handling sensitive information with absolute discretion.

This is not a transactional VA role. Thoby is looking for someone who can become a trusted partner: someone who can proactively manage his diary and workload, identify inefficiencies, make suggestions, keep priorities on track, and help build more effective systems as the business evolves.

Scope of Work

The successful candidate will support Thoby across a broad range of executive, administrative, and coordination activities, including:

• Executive & diary management
  
• Manage complex calendars across UK and US time zones.
  
• Coordinate and schedule meetings with senior executives and clients.
  
• Manage both business and relevant private calendar commitments.
  
• Help ensure meetings and commitments are planned well in advance.
  
• Provide occasional support for early-morning or evening meetings when required.
  
• Email & communication management
  
• Manage and organise email correspondence.
  
• Identify priorities and ensure important actions are followed through.
  
• Communicate professionally with senior clients and contacts.
  
• Proactively reach out to clients and executives to arrange meetings and coordinate schedules.
  
• Represent Thoby professionally in communications with global organisations and senior stakeholders.
  
• Client coordination
  
• Support relationships with major global financial-services and corporate clients.
  
• Coordinate client meetings, interviews, and follow-ups.
  
• Attend selected client meetings where appropriate to understand context, maintain continuity, and strengthen the working relationship with clients.
  
• Communicate confidently with senior L&D, Human Capital, HR, and other corporate professionals.
  
• Meeting support & documentation
  
• Attend meetings when required.
  
• Manage transcription workflows using AI-enabled tools.
  
• Turn transcripts into structured meeting notes, action points, and other documentation using existing templates.
  
• Support the administration and filing of coaching-session transcripts and related materials.
  
• Maintain organised records in tools such as OneNote.
  
• Workload & priority management
  
• Help Thoby organise and prioritise a fast-moving workload.
  
• Keep focus on the most important activities and commitments.
  
• Proactively flag upcoming priorities, gaps, conflicts, and outstanding actions.
  
• Hold Thoby accountable to agreed priorities and timelines.
  
• Anticipate needs rather than waiting for detailed instructions.
  
• Act as a trusted partner who can respectfully challenge inefficient processes and suggest better approaches.
  
• Support occasional domestic and international travel arrangements.
  

Coordinate itineraries and related meeting schedules when required.

• Invoicing & administrative support (Possible Future Task)
  
• Provide monthly invoicing support.
  
• Maintain relevant spreadsheets and engagement information.
  
• Assist with tracking engagements, appointments, and invoicing requirements.
  
• Financial control will remain with Thoby; the role is primarily administrative and coordination-focused.
  
• Systems & process improvement
  
• Identify inefficiencies in existing workflows and recommend improvements.
  
• Help develop simple systems for contact management, project tracking, scheduling, and administration.
  
• Support the transition from manual spreadsheets toward more efficient tools and processes where appropriate.
  
• Help build and improve processes as the business grows.
  
• Potential additional support
  
• The role may expand to provide similar executive support to Ravi Modha and potentially other partners as the business develops.
  

Ideal Candidate, the successful candidate will be:

• Highly proactive, self-directed, and comfortable taking initiative.
  
• Fast-moving and able to process information quickly.
  
• Exceptionally organised, with strong attention to detail.
  
• Comfortable managing multiple priorities across different time zones.
  
• Confident in communicating with senior executives and corporate clients.
  
• Professional, polished, and commercially aware.
  
• Comfortable working with ambiguity and evolving priorities.
  
• Able to take brief or informal instructions and turn them into action without requiring constant follow-up.
  
• Comfortable respectfully challenging processes and suggesting better ways of working.
  

A clear and concise communicator, both written and verbally.

• Naturally discreet and trustworthy.
  
• Warm, personable, and able to build genuine working relationships.
  
• Able to bring professionalism while also having a sense of humour and enjoying a collaborative working environment.
  
• Interested in building a long-term, peer-level working relationship, rather than simply completing individual tasks.
  

Qualifications & Experience

Required

• Proven experience as an Executive Assistant, Executive VA, Senior VA, or similar role.
  
• Strong experience managing executive calendars and complex scheduling.
  
• Experience coordinating meetings across international time zones.
  
• Strong client-facing and stakeholder communication skills.
  
• High level of discretion and confidentiality.
  
• Ability to work independently, prioritise, and take initiative.
  
• Strong administrative and organisational skills.
  
• Ability to work quickly and accurately in a fast-paced environment.
  
• Experience supporting executives, consultants, coaches, partners, or business owners.
  
• Experience working with global or multinational organisations.
  
• Financial-services experience or familiarity with the financial-services sector.
  
• Experience working with senior L&D, HR, Human Capital, or corporate stakeholders.
  
• Experience with invoicing and spreadsheet-based financial administration.
  
• Experience improving administrative processes or implementing new systems.
  
• Experience supporting client-facing consulting or professional-services businesses.
  

Tools & Technology,

the successful candidate should be comfortable working with, or able to quickly learn:

• Microsoft 365
  
• Microsoft Outlook
  
• Microsoft Calendar
  
• Microsoft Excel
  
• Microsoft Teams
  
• Zoom
  Google/Gmail calendars and calendar integrations
  Apple Calendar / iCal
• Microsoft OneNote
  
• AI-powered transcription and meeting-notes tools
  
• AI tools for document analysis, proposals, summaries, and content creation
  
• Advanced coding or technical AI expertise is not required. The priority is practical AI fluency, particularly the ability to use AI effectively for transcription, summarisation, meeting documentation, analysis, and proposal development.
  

The candidate should also be open to recommending and implementing better tools where they can improve efficiency.

Confidentiality

High confidentiality and trust are essential.

The role will involve access to sensitive client, business, personal, financial, and commercial information, including work with major global financial-services organisations. The successful candidate must demonstrate excellent judgement, discretion, professionalism, and respect for confidentiality at all times.

Shifts & Hours

• Initial commitment: Starting with a minimum of 12–15 hours per week
  
• Working hours: Primarily within the UK time zone with flexibility to coordinate with US Eastern Time when required.
  
• Occasional early-morning, evening, or client-meeting attendance may be required.
  
• The role has potential to scale toward approximately 20 hours per week or more as the relationship and workload develop.
  
• Flexibility is important; the priority is ensuring the executive and client commitments are effectively supported rather than adhering rigidly to a fixed schedule.
  

Target Start Date

As soon as possible.

The preference is to identify and onboard the right person quickly, with an initial target of having support in place before 12 October, ahead of an upcoming New York project.

The priority is finding the right long-term fit rather than simply filling the position quickly.

What Success Looks Like

The successful candidate will become a trusted extension of Thoby and the wider team, someone who can look ahead, understand what needs to happen, organise it, and move things forward without being repeatedly prompted.

Rather than waiting for a task list, they should be able to say:

"Your diary looks like this, these meetings need to be arranged, these priorities need attention, and I'm going to take care of the next steps."

The long-term objective is to build a trusted, proactive, peer-level working relationship that enables Thoby and his partners to focus on client relationships, business development, coaching, and delivery while the EA/VA brings structure, efficiency, and momentum to the operational side of the business.