Executive Assistant Virtual Assistant

Humamaria

United States

Remote

USD 28,000 - 55,000

Full time

13 days ago

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Benefits offered by this job

Competitive rates

Weekly payments

Open roles across teams

Free training and upskilling

Constant support and guidance

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Job summary

20four7VA is seeking an experienced Executive Assistant Virtual Assistant to support a senior leader remotely. The role emphasizes calendar management, meeting planning, travel coordination, and high-quality correspondence across internal and external partners.

You will maintain organized records, assist with business development and projects, and ensure priorities and follow-ups stay on track. The ideal candidate works independently, exercises sound judgment, and communicates clearly with

Qualifications

Previous experience supporting senior leaders or executives.
Excellent calendar, travel, and correspondence management.
Strong written English and professional communication.
Ability to work independently with strong judgment.
Experience with project management and client communications.
Comfort with remote, offshore contractor roles.

Responsibilities

Manage executive calendar, appointments, and scheduling.
Coordinate meetings and travel arrangements.
Draft and organize professional correspondence and client communications.
Support business development by tracking client interactions and commitments.
Assist project management and follow up on tasks using ClickUp.
Maintain organized electronic files and documents in SharePoint and DocuSign workflows.

Skills

Executive experience

Calendar management

Meeting coordination

Travel coordination

Email management

Written English

Discretion & confidentiality

Independent work

Multi-tasking

Proactive/initiative

Tools

ClickUp

Gmail

SharePoint

DocuSign

Job description

Title: CPT-11706Executive Assistant Virtual Assistant

Independent Contractor – CPT-11706 Executive Assistant Virtual Assistant/Business Support VA/Senior-Advanced 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.

We are seeking a proactive, highly organized, and experienced Executive Assistant Virtual Assistant to provide high-level administrative and operational support to a senior leader.

The ideal candidate will be responsible for managing a busy calendar, coordinating meetings and travel, preparing professional correspondence, organizing client communications, and ensuring priorities and follow-ups remain on track.

This role will also provide support for business development and project management activities by maintaining accurate records, monitoring commitments, and coordinating with internal teams and external partners.

The successful candidate should have previous experience supporting senior leaders, excellent written and verbal communication skills, strong organizational abilities, and sound judgment when handling sensitive or confidential information. The candidate must be confident working independently, anticipating needs, and taking initiative with minimal supervision.

Scope of Services

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

1. Executive & Calendar Management

Manage and maintain the executive’s calendar, appointments, and schedule.
Coordinate internal and external meetings.
Identify scheduling conflicts and proactively recommend solutions.
Prepare meeting information and ensure the executive is aware of upcoming priorities and commitments.
Track important follow-ups, deadlines, and action items.
Provide timely reminders for meetings, appointments, and deliverables.

2. Meeting & Travel Coordination

Schedule and coordinate meetings with clients, internal teams, and external partners.
Assist with travel planning, itineraries, reservations, and other travel-related arrangements.
Organize meeting details, documentation, and relevant information in advance.
Coordinate changes to meetings or travel arrangements as needed.

3. Correspondence & Client Communication

Draft, prepare, and organize professional correspondence.
Assist with email management and client communications.
Maintain clear and professional communication with internal and external stakeholders.
Organize communications to ensure inquiries, commitments, and follow-ups are properly tracked.
Handle sensitive or confidential information with professionalism and discretion.

4. Business Development Support

Support business development activities by organizing client communications and information.
Maintain accurate records of client interactions, opportunities, and commitments.
Track follow-ups with clients and external partners.
Assist the executive in staying organized and responsive to prospective and existing business relationships.

5. Project Management & Follow-Up

Support project management activities by monitoring priorities, deliverables, and commitments.
Maintain task and project records in ClickUp.
Coordinate with internal teams and external partners regarding outstanding tasks and deadlines.
Follow up on action items and provide status updates as needed.
Help ensure projects, commitments, and priorities continue moving forward.

6. Document & Records Management

Maintain well-organized electronic files, documents, and records.
Manage and organize documents using SharePoint.
Assist with documents and electronic signatures through DocuSign.
Ensure records and important correspondence are properly stored and easily accessible.
Maintain accuracy and confidentiality when handling company and client information.

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:

Previous experience as an Executive Assistant, Senior Administrative Assistant, or similar role supporting senior leaders or executives.
Strong calendar management, meeting coordination, and scheduling experience.
Experience coordinating business travel and managing itineraries.
Excellent organizational and time-management skills.
Excellent written English communication skills.
Strong verbal communication and professional interpersonal skills.
Experience preparing professional business correspondence.
Strong attention to detail and ability to maintain accurate records.
Experience tracking tasks, priorities, deadlines, and executive follow-ups.
Communicate professionally with clients, internal teams, and external partners.
Sound judgment and discretion when handling sensitive and confidential information.
Proactive approach with the ability to anticipate executive needs.
Ability to work independently and take ownership of responsibilities.
Comfortable managing multiple priorities in a fast-paced environment.
Reliable and able to maintain consistent communication during working hours.
Willingness to commit to a long-term working relationship.

PREFERRED QUALIFICATIONS

Previous experience providing direct support to a senior executive, founder, or business leader.
Experience supporting business development activities.
Experience supporting or coordinating multiple projects simultaneously.
Strong follow-up and stakeholder coordination skills.
Experience managing communications involving clients and external business partners.
Advanced proficiency with productivity, project management, and document management platforms.

APPLICATION SOFTWARE KNOWLEDGE / REQUIRED TOOLS

ClickUp
Gmail
SharePoint
DocuSign

Work Schedule

Contracted Hours per Week: 40 Hours
Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
Daily Working Time: 7:00 AM – 3:00 PM ET

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