Executive Assistant - US hours

VirtuHire; United States; On-site; USD 65,000 - 90,000; Full time

Job summary

VirtuHire is assisting a US-based client seeking an experienced Executive Assistant to provide high-level support to the principal. The role focuses on organizing priorities, tracking commitments, and ensuring efficient information flow with discretion and attention to detail.

The ideal candidate is highly organized, proactive, and capable of independent work, coordinating with attorneys, CPAs, lenders, vendors, and family members to handle complex schedules and personal administration.

Qualifications

• Proven experience as an Executive Assistant or similar high-level support role.
• Strong organizational and time-management abilities with multiple priorities.
• Excellent written and verbal English with professional correspondence skills.
• Discretion handling confidential personal and business information.
• Proactive, resourceful, and capable of independent work with limited supervision.
• Comfortable coordinating with senior professionals and external stakeholders.

Responsibilities

• Manage the client's calendar, travel, reminders, email follow ups, and meeting prep.
• Maintain an organized executive task list and track commitments to completion.
• Coordinate with controllers, attorneys, CPAs, lenders, vendors, and family members.
• Handle personal and family administration including homes, vehicles, and records.
• Prepare polished correspondence, schedules, spreadsheets, and reports.
• Use AI tools to improve research, communications, and productivity.
• Learn business activities to coordinate across the organization and lead projects.
• Operate with discretion and strong judgment, working independently.

Tools

Outlook

Word

Excel

Asana

ChatGPT Business

Claude for Business

Job description

Our client in the US is looking for a dedicated personal and executive support resource to the principal, providing high-level organization, communication, coordination, personal administration, follow-through, and special project support.

This role will help ensure that priorities are organized, commitments are tracked, information flows efficiently across the organization, and personal and business matters are handled with discretion and attention to detail.

The ideal candidate is highly organized, proactive, discreet, resourceful, and capable of operating independently with limited day-to-day direction.

Responsibilities

• Manage the clients calendar, appointments, travel, reminders, correspondence, email follow ups, meeting preparation, meeting notes, and action items, while maintaining an organized executive task list and tracking delegated commitments through completion.
• Coordinate with the Controller, Senior Property Manager, attorneys, CPAs, lenders, vendors, family members, and other team members on the clients behalf, helping ensure that information and decisions reach the appropriate person.
• Handle personal and family administration, including primary residences, second home and short term rental coordination, vehicles, reservations, YPO matters, personal records, and special projects.
• Maintain the clients personal and executive files and coordinate documentation with attorneys, CPAs, lenders, insurance professionals, vendors, and other outside parties.
• Prepare and polish correspondence, presentations, schedules, spreadsheets, reports, and other business documents with a high standard for written English, accuracy, organization, and presentation.
• Use Outlook, Word, Excel, Asana, ChatGPT Business, Claude for Business, and other AI tools to improve organization, research, communications, document preparation, task tracking, and execution.
• Learn the real estate and business activities sufficiently to coordinate across the organization and take ownership of appropriate business, personal, asset management, and special projects that do not belong primarily to accounting or property management.
• Operate with discretion, initiative, strong judgment, and a high level of follow through, with the ability to work independently and anticipate needs rather than requiring detailed direction on routine matters.

• Proven experience as an Executive Assistant, Personal Assistant, Executive Administrator, or similar high-level support role.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and competing deadlines.
• Exceptional follow-through and attention to detail, with a track record of taking ownership and seeing tasks through to completion.
• Excellent written and verbal English, with the ability to prepare polished, professional correspondence and business documents.
• Strong judgment, discretion, and the ability to handle confidential personal and business information appropriately.
• Highly proactive and resourceful, with the ability to anticipate needs and solve problems independently.
• Comfortable coordinating with senior professionals, attorneys, accountants, lenders, vendors, family members, and other external stakeholders.
• Strong proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Experience using task/project management platforms such as Asana.
• Comfortable using AI tools such as ChatGPT and Claude to improve research, organization, communication, and productivity.
• Ability to quickly learn unfamiliar businesses, assets, systems, and processes.
• Comfortable working independently with limited day-to-day supervision.
• High level of professionalism, maturity, reliability, and personal accountability.
• Flexibility to take on evolving responsibilities as the broader organizational structure develops.
• Comfortable working US hours.