Remote Executive Assistant — Client Ops & Calendar Pro

VaVa Virtual Assistants; Oregon; Remote; USD 28,000 - 55,000; Part time

Job summary

VaVa Virtual Assistants is seeking an experienced Virtual Executive Assistant to own client relationships and deliver back-office support that makes an immediate, tangible difference. This remote, independent contractor role requires self-motivation, precision, and proactive problem solving across time zones.

You will manage inboxes, calendars, travel, and documents, while collaborating with fellow contractors to reflect VaVa's mission and values.

Qualifications

• Must reside and be authorized to work in the United States
• At least 3 years in an executive or administrative support role
• At least 1 year of remote/full-time virtual work
• Available 20+ hours per week for high-touch clients

Responsibilities

• Manage client inboxes by prioritizing messages, drafting responses, and filtering effectively
• Coordinate calendars across time zones, schedule meetings, send reminders, and resolve conflicts
• Plan logistics for virtual and in-person meetings and events from agenda to follow-up
• Prepare polished presentations, reports, and materials with minimal client revisions
• Conduct topic/research findings and present them clearly for client use
• Draft and edit emails and documents for the client
• Maintain CRM records, notes, and follow-ups accurately
• Handle sensitive information with discretion and confidentiality
• Proactively surface client needs and communicate progress regularly
• Collaborate with VaVa contractors for shared projects and cross-support
• Manage travel itineraries and bookings; adjust plans as needed
• Support AI-assisted productivity through drafting and automation tools

Skills

Google Workspace

Microsoft Office

Calendar management

Communication

Project coordination

Tools

Slack

Zoom

CRM tools

Trello

Asana

ClickUp

Notion

Monday.com

Zapier

Job description

VaVa Virtual Assistants is seeking an experienced Virtual Executive Assistant to own client relationships and deliver back-office support that makes an immediate, tangible difference. This remote, independent contractor role requires self-motivation, precision, and proactive problem solving across time zones.

You will manage inboxes, calendars, travel, and documents, while collaborating with fellow contractors to reflect VaVa's mission and values.