CPT-11496 Executive & Team Virtual Assistant

20Four7Va.Test; United States; Remote; USD 34,000 - 83,000; Full time

Job summary

20four7VA is seeking an offshore independent contractor to provide executive and team virtual assistance for an award-winning event strategy and production firm. The role centers on calendar, travel, and admin operations for the Founder & CEO, with remote collaboration across a global client base.

You will maintain systems in Airtable, SharePoint, and Trello, coordinate vendor research, prepare briefs, and support project administration and content tasks.

Qualifications

• 3+ years of Executive/Administrative Assistant experience required.
• Experience supporting a CEO, founder, or senior executive preferred.
• Proficient in Airtable and Microsoft 365 / Outlook.

Responsibilities

• Manage the CEO's calendar, travel, and deadlines.
• Maintain Airtable, SharePoint, and project records.
• Coordinate vendor research and quotes.
• Prepare briefs and meeting materials.
• Support event-related data entry and reports.
• Format client materials and run-of-show documents.

Skills

EA & admin support

Confidentiality

Written English

Deadline management

Vendor sourcing

Independent worker

Organizational skills

Tools

Airtable

Microsoft 365 / Outlook

SharePoint

Trello

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