Executive Virtual Assistant

Location: Remote

Employment Type: Full-Time (Independent Contractor)

Reports To: Chief of Staff / Chief Executive Officer

About the Company

We are a fast-growing service organization dedicated to supporting commercial refrigeration and HVAC operations. We operate in a high-accountability, high-urgency environment where responsiveness, organization, and follow-through directly impact business performance and customer experience.

We value reliability, precision, and calm execution.

Role Overview

We are seeking a Dedicated Full-Time Executive Virtual Assistant to provide exclusive, high-level administrative and operational support to the CEO and Chief of Staff.

This role is designed for a highly responsive, detail-oriented operator who thrives in a structured yet fast-moving environment. You will own calendar flow, protect executive focus, manage communication loops, and ensure nothing slips through the cracks.

This is not a task-only VA role — it is a proactive executive support position.

Work Schedule & Availability

Approx. 40 hours per week
Daily work window aligned to U.S. Eastern Time (EST)
Must be available to prepare early and provide support through approximately 4:00 PM EST
Expected response time: ≤ 20 minutes to CEO communications during working hours

Core Responsibilities

Executive Support & Calendar Ownership

Own and manage CEO calendar (scheduling, prioritization, conflict prevention)
Coordinate internal and external meetings
Prepare agendas, documents, and briefing materials
Ensure executives are prepared for meetings

Inbox & Communication Management

Triage and organize CEO inbox
Flag priorities, draft responses, and maintain communication flow
Track and manage follow-ups
Close open loops and prevent dropped threads

Travel Coordination (Direct Booking)

Book and manage travel arrangements
Build detailed itineraries
Coordinate logistics and schedule alignment

Meeting Readiness & Follow-Through

Prepare meeting notes and action items
Track deliverables and deadlines
Maintain task visibility using Planner / Tasks

Administrative & Operational Support

Support the Chief of Staff with:
- Recruiting coordination
- Interview scheduling
- Onboarding logistics
- Documentation and systems updates
Assist with additional administrative functions as needed

Tools & Systems

You will operate primarily within:

Microsoft 365
- Outlook
- Teams
- OneNote
- Planner / Tasks
- SharePoint

Comfort and fluency with MS365 tools is essential.

Communication & Escalation Protocol

Primary coordination via Microsoft Teams
Escalation flow:
1. Chief of Staff first
2. CEO as needed

What Success Looks Like

CEO calendar runs smoothly with minimal friction
Inbox is prioritized, organized, and controlled
Meetings are prepared and documented
Travel logistics are seamless
Follow-ups are tracked and completed
No dropped tasks, threads, or commitments

Required Qualifications

Proven experience as an Executive Assistant or high-level Virtual Assistant
Strong English proficiency (written & verbal)
Exceptional organizational and documentation skills
Ability to manage multiple priorities simultaneously
High responsiveness and reliability
Comfortable working in a fast-paced executive environment
Proficiency with Microsoft 365 tools

Ideal Candidate Profile

Highly responsive and dependable
Calm, structured, and detail-oriented
Proactive problem solver
Strong follow-through discipline
Comfortable supporting senior leadership
Professional remote work setup
Able to operate with discretion and confidentiality

Refrigeration Heroes is an equal opportunity employer

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