VIRTUAL EXECUTIVE ASSISTANT

VaVa Virtual Assistants; New York (NY); Remote; USD 34,000 - 55,000; Part time

Job summary

VaVa Virtual Assistants is seeking a Virtual Executive Assistant to act as the operational backbone for clients on a 1099 contract basis. You will manage client relationships, handle back-office tasks, and ensure precision in day-to-day activities across time zones.

The role requires self-motivation, 3+ years in executive support, and a proven track record in a remote environment. You’ll join a connected contractor community with regular virtual gatherings and client engagements.

Qualifications

• 3+ years in executive or administrative support, including direct support to an executive.
• At least 1 year in a fully virtual/remote capacity.
• Available to commit at least 20 hours per week for high-touch clients.

Responsibilities

• Manage client inboxes, draft responses, and maintain reliable communication.
• Coordinate calendars across time zones and schedule meetings with reminders.
• Prepare polished presentations and reports; conduct topic research for clients.
• Maintain CRM records, handle confidential information, and ensure data accuracy.

Skills

Communication

Time management

Remote work

Client relationship management

Education

Degree not required

Administrative certification

Google Workspace certification

Tools

Google Workspace

Microsoft Office

Slack

Zoom

CRM tools

Trello / Asana / Notion / Monday.com

Job description

VIRTUAL EXECUTIVE ASSISTANT

Independent Contractor | Remote | Minimum 20 Hours/WeekThis is an independent contractor (1099) position. VaVa contractors are responsible for managing their own taxes, benefits, and business expenses.VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia, built on the belief that businesses thrive when they have the right support behind them. We connect clients across industries with skilled virtual professionals who bring genuine expertise to the work. Our team may be distributed, but the culture is deeply connected through daily conversation, project collaboration, and regular all-company virtual gatherings.We are looking for a skilled Executive Assistant who can own the client relationship and deliver back-office support that makes an immediate, tangible difference. In this role, you will serve as the operational backbone for clients who need a reliable, proactive partner to take work off their plate and handle it with precision. Self-motivation and professional discipline are foundational here, because our clients will look to you as a trusted extension of their business.Beyond your client work, you will be part of a contractor community that genuinely invests in one another's success. Regular calls with clients and fellow contractors keep you connected to the broader VaVa team, and every interaction is an opportunity to reflect our mission, vision, and values.Please review the requirements and qualifications below carefully, as they reflect what it truly takes to succeed in this role. We appreciate your interest in joining the team.

EXPECTATIONS

Represent VaVa Virtual Assistants in a Positive and Professional MannerDemonstrate a strong work ethic and positive attitude in every client interactionEnsure all communication reflects VaVa's standards of professionalism and careActively contribute to a thriving contractor culture by embracing VaVa's valuesTake Ownership of Client SatisfactionManage day-to-day client account activities with reliability and attention to detailAnticipate client needs before they are stated, and communicate progress consistently so clients always know where things standHandle challenges independently without allowing quality to slip or client confidence to waverMaintain awareness of engagement hours and flag early when adjustments may be needed to sustain the level of service clients expect

RESPONSIBILITIES

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

GENERAL QUALIFICATIONS

Must reside and be authorized to work in the United StatesAt least 3 years of demonstrated experience in an executive or administrative support role, including direct support to at least one executiveAt least 1 year of experience working full-time in a virtual or remote capacityAvailable at least 20 hours per week to support high-touch (daily), deliverable-focused clients

TECHNICAL QUALIFICATIONS

Must HaveProficiency in Google Workspace and Microsoft Office, with the ability to produce polished documents, spreadsheets, and presentations without client oversightConfident daily use of Slack and Zoom, including virtual meeting setup, basic troubleshooting, and professional facilitation supportWorking experience with at least one CRM tool; familiarity with a native or industry-specific system is acceptable, though broader exposure is preferredWorking experience with at least one project management platform such as Trello, Asana, ClickUp, Notion, or Monday.comDemonstrated ability to manage high-volume inboxes and complex calendars remotely, across multiple time zones if neededExperience coordinating travel arrangements, including itineraries, bookings, and last-minute changesGeneral AI literacy and comfort using AI tools to increase productivity, draft content, or streamline routine tasksPreferredExperience facilitating or supporting virtual webinars, including breakout room management and participant troubleshootingFamiliarity with scheduling tools such as Calendly or an equivalentExposure to workflow automation tools such as Zapier, even at a basic level

EDUCATION

A degree is not required. Demonstrated competency and consistent professional growth will always carry more weight than a credential alone. Candidates without a degree should hold at least one relevant certification, such as an administrative professional certification, Google Workspace certification, or equivalent. A commitment to continued learning is an expectation of this role.