Senior Virtual Executive Assistant | Personal & Travel Ops

Virtual Colleague; Polska; Hybrid; PLN 39,000 - 54,000; Part time

Job summary

Virtual Colleague is seeking an Executive Virtual Assistant to provide comprehensive personal and professional support. The role emphasizes organization, independence, and tech-savviness to manage calendars, emails, travel, and project coordination for a dynamic workload.

You will handle personal, family, and professional scheduling, craft itineraries, and assist with presentations while maintaining client privacy and proactive communication.

Qualifications

• Proven years of experience as an Executive Assistant or Virtual Assistant.
• Excels in multi-tasking and working across domains (family, philanthropic, professional).
• Excellent written and verbal English communication skills.
• Communicates clearly and reliably.
• Ability to work independently and anticipate needs.
• Strong attention to detail and organizational skills.

Responsibilities

• Email & Calendar Management: Daily inbox monitoring, respond where appropriate, manage folders.
• Personal & Family Scheduling: Coordinate complex calendars for family, professional, and philanthropic commitments.
• Travel research and booking: Find flights, accommodations, and create detailed itineraries.
• Document & Presentation support: Create/format flyers and PowerPoint presentations.
• Project & Task Management: Track tasks and deadlines using project tools, centralize documents.

Skills

Executive Assistant

Virtual Assistant

Multi-tasking

English communication

Tools

Craft

Trello

Asana

PowerPoint

Canva

WhatsApp

Job description

We are seeking a proactive and detail-orientedExecutive Virtual Assistantto providecomprehensive personal and professional support. This role requires someone who is highly organized, tech-savvy, able to work independently, and capable of managing a fast-paced and dynamic workload. You will be a central point of coordination for calendar and email management, travel logistics, family scheduling, project organization, and more.

Scope of Work:

• Email & Calendar Management
  
• Daily inbox monitoring and management (including flagging important emails, deleting spam, and organizing folders)
  
• Responding to emails when appropriate and managing correspondence
  
• Scheduling appointments and meetings via Google Calendar
  
• Sending reminders and follow-ups via email or text
  
• Personal & Family Scheduling
  
• Managing a complex calendar with personal, family (including children’s activities), professional, and philanthropic commitments
  
• Consolidating sports, school, and travel calendars into one streamlined view
  
• Researching flights, accommodations, restaurants, and transportation options
  
• Booking travel and creating detailed itineraries including confirmation numbers, contacts, and loyalty programs
  
• Document & Presentation Support
  
• Creating and formatting flyers, PowerPoint presentations, and other small visual documents
  
• Maintaining a database of frequent contacts, travel preferences, and key information
  
• Project & Task Management
  
• Using project management tools to track ongoing tasks, deadlines, and activities
  
• Organizing documents, notes, and schedules in a centralized location (e.g., Craft or similar)
  
• Communication Assistance
  
• Comfortable using text, WhatsApp, or short calls to stay aligned
  
• Proactively flag urgent matters and ensure prompt action
  

Qualifications:

• Proven yearsof experience as an Executive Assistant or Virtual Assistant
  
• Excels in multi-tasking and working across domains (family, philanthropic, and professional)
  
• Excellent written and verbal English communication skills
  
• Communicates clearly and reliably
  
• Ability to work independently and anticipate needs
  
• Strong attention to detail and organizational skills
  
• Comfortable with personal, family, and professional-related admin
  
• Interested in bothpersonal supportandmission-driven work
  
• Discreet, trustworthy, and respectful of client privacy
  
• Experience working with fast-paced, multi-project individuals
  
• Proactive and takes initiative
  
• Enjoys working with someone who moves fast and values efficiency
  

Tools Required:

• Project management: Familiarity with tools likeCraft,Trello,Asana, or similar
  
• Presentation & graphics: PowerPoint, Canva, or similar
  
• Communication: WhatsApp, text messaging, email
  
• Travel booking: Research and use of airline/hotel websites or apps
  
• (Optional) Familiarity with frequent flyer programs and travel logistics
  

Shift & Hours:

• Starting with theminimum of10 hours per week with potential to increase as the role grows;semi-flexible shift, but must haveavailability during U.S. Eastern Time (ET)for real-time communication and occasional tasks during the day
  
• Oneweekly check-in meetingrequired (via Zoom or call)
  
• Must be responsive via text or messaging during agreed hours
  
• Target start date: Not urgent, priority to find the best match.