Remote Executive Assistant — Client & Ops Support

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

Job summary

VaVa Virtual Assistants is seeking an experienced Virtual Executive Assistant to serve as the operational backbone for clients across industries. This is an independent contractor (1099) role with remote work and a minimum of 20 hours per week.

You will own client relationships and deliver back-office support with precision and proactive communication. You will manage calendars and inboxes, coordinate meetings across time zones, prepare materials, and maintain CRM records.

Qualifications

• Must reside and be authorized to work in the United States.
• At least 3 years of executive or administrative support experience.
• At least 1 year of experience working full-time in a virtual or remote capacity.
• Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients.

Responsibilities

• Manage client inboxes by prioritizing and filtering messages, drafting responses, and ensuring nothing falls through the cracks.
• Coordinate complex calendars across time zones, including scheduling meetings, sending reminders, and resolving conflicts proactively.
• Plan and execute logistics for virtual and in-person meetings, conferences, and events, from agenda preparation to follow-up.
• Prepare presentations, reports, and supporting materials that are polished and ready without requiring significant client revision.
• Conduct research on topics, vendors, tools, or competitors and deliver findings in a clear, usable format.
• Draft, proofread, and edit correspondence across email, documents, and other communication channels on behalf of the client.
• Maintain and update CRM systems, ensuring contact records, notes, and follow-up tasks reflect current and accurate information.
• Handle sensitive and confidential information with discretion at all times, including personal, financial, and business-critical data.
• Anticipate client needs based on patterns and context, surfacing tasks or potential issues before they are asked about.
• Collaborate with fellow VaVa contractors when projects benefit from shared support or specialized expertise.
• Manage administrative tasks across tools such as Google Workspace, Microsoft 365, project management platforms, and scheduling software.
• Communicate proactively with the client about task status, deadlines, and any obstacles that could affect delivery.
• Support travel planning and coordination, including itineraries, bookings, and contingency management when plans change.
• Handle additional administrative requests as they arise, with flexibility and a solutions-oriented approach.

Skills

Client relationship management

Detail-oriented

Communication

Remote collaboration

Education

Degree not required

Tools

Google Workspace

Microsoft Office

Slack

Zoom

CRM tool

Trello/Asana/ClickUp/Notion/Monday.com

Calendar management tools

Job description

VaVa Virtual Assistants is seeking an experienced Virtual Executive Assistant to serve as the operational backbone for clients across industries. This is an independent contractor (1099) role with remote work and a minimum of 20 hours per week.

You will own client relationships and deliver back-office support with precision and proactive communication. You will manage calendars and inboxes, coordinate meetings across time zones, prepare materials, and maintain CRM records.