V101- Virtual Executive Administrative Coordinator I

flywheel; United States; Remote; USD 12,000 - 13,000; Full time

Job summary

Flywheel seeks a highly organized Virtual Executive Administrative Coordinator to support a senior leader by owning daily administrative and personal coordination tasks. You will manage calendars, triage communications, and handle priorities with discretion to improve efficiency and follow-through across professional and personal commitments.

Ideal candidates thrive on anticipation, problem-solving, and maintaining complex schedules in a dynamic environment.

Qualifications

• Minimum 1 year of experience as an executive assistant or in administrative support roles.
• Strong calendar management and scheduling expertise.
• Advanced email triage and professional written communication.
• Detail-oriented with exceptional organizational skills.
• Proactive mindset with the ability to anticipate needs.
• Adaptable and comfortable managing shifting priorities.
• Strong problem-solving and decision-making skills.
• Ability to act as a gatekeeper with sound judgment and discretion.
• Comfortable handling both business and personal tasks.

Responsibilities

• Handle personal and household administrative tasks, including scheduling dry cleaning, grocery pickups, and other errands.
• Provide comprehensive calendar management, coordinating professional, family, and personal appointments and commitments.
• Respond to race series communications and coordinate related orders and logistics.
• Track marketing activities, orders, shipments, and follow-ups to ensure timely completion.
• Support marketing initiatives by managing referral partner lists, coordinating mailings and launches, and arranging shipments of books, coffee mugs, and other promotional materials.
• Manage firm and family travel arrangements, including flights, accommodations, car rentals, and related logistics.

Skills

Calendar management

Email triage

Detail-oriented

Proactive mindset

Problem solving

Discretion

Gatekeeper

Task prioritization

Communication

Tools

Lawmatics

RingCentral

Google Workspace

Microsoft Office

Job description

For ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive.

As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we've earned the Great Place to Work Certification every year since 2022!

Job Description:

We are seeking a highly organized and proactive Virtual Executive Administrative Coordinator to support a senior leader by taking full ownership of daily administrative and personal coordination needs. In this role, you will serve as a trusted gatekeeper, managing calendars, triaging communications, and ensuring priorities are handled with precision and discretion. Your work will directly impact efficiency, focus, and follow-through across both professional and personal commitments. This role is ideal for someone who thrives on anticipation, enjoys problem-solving, and takes pride in keeping complex schedules running smoothly. You will work in a dynamic environment where attention to detail and adaptability make a meaningful difference every day.

Monthly Compensation: from $1,060 USD to $1,150 USD.

Responsibilities include, but are not limited to:

• Handle personal and household administrative tasks, including scheduling dry cleaning, grocery pickups, and other errands.
• Provide comprehensive calendar management, coordinating professional, family, and personal appointments and commitments.
• Respond to race series communications and coordinate related orders and logistics.
• Track marketing activities, orders, shipments, and follow-ups to ensure timely completion.
• Support marketing initiatives by managing referral partner lists, coordinating mailings and launches, and arranging shipments of books, coffee mugs, and other promotional materials.
• Manage firm and family travel arrangements, including flights, accommodations, car rentals, and related logistics.

Requirements:

This is a full-time, dedicated Executive Assistant role

• Time zone alignment required with EST business hours
• English proficiency required
• Expected call volume is approximately 10 calls per day
• Role includes both professional and personal administrative support
• Prior experience supporting an executive or business owner is strongly preferred

Software and Tools:

• Lawmatics for referral partner tracking
• RingCentral for voice communications
• Google Workspace including Gmail, Calendar, Chat, and Meet
• Microsoft Office Suite

Required Skills:

• Minimum of 1 year of experience as an executive assistant, or in administrative support roles.
• Strong calendar management and scheduling expertise
• Advanced email triage and professional written communication
• Detail-oriented with exceptional organizational skills
• Proactive mindset with the ability to anticipate needs
• Adaptable and comfortable managing shifting priorities
• Strong problem-solving and decision-making skills
• Ability to act as a gatekeeper with sound judgment and discretion
• Comfortable handling both business and personal tasks

Work Shift:

9:00 AM - 6:00 PM [EST][EDT] (United States of America)

Languages:

English, Spanish