Role Title: Senior Executive & Virtual Administrative Assistant

Position Type: Full-Time, Independent Contractor (Remote)

Schedule: US Time Zone Alignment

Compensation: $1,000 – $2,000 USD per month

Role Overview

We are seeking a highly organized, proactive, and detail-oriented Senior Executive & Virtual Administrative Assistant to support an executive and key team members at a fast-growing US-based company.

This multi-faceted role combines high-level executive support, virtual assistant operations, and general administrative management. You will serve as the executive’s primary operational anchor—handling calendar management, travel logistics, project tracking, expense reporting, inbox management, and team communication to ensure seamless daily business operations.

Key Responsibilities

1. Executive Support & Inbox Management

Provide direct executive administrative support to executive leadership, acting as the primary point of contact for internal and external inquiries.
Manage complex calendars, schedule meetings, resolve scheduling conflicts, and organize prep materials for upcoming calls.
Monitor, filter, and prioritize high-volume email inboxes, drafting professional correspondence and flagging urgent requests.
Handle sensitive and highly confidential business and personal information with utmost discretion.

2. Operations, Travel & Event Coordination

Plan, book, and coordinate domestic and international travel arrangements, including flights, accommodation, ground transportation, and detailed itineraries.
Organize and assist in coordinating corporate events, virtual team meetings, and strategic workshops.
Compile, track, and process executive and team expense reports accurately and on schedule.

3. Project Management & Task Coordination

Support team projects by tracking deadlines, organizing project documentation, and ensuring timely follow-up across departments using project management tools.
Prepare, format, and edit reports, meeting minutes, presentations, and official company documents.
Manage high volumes of small tasks simultaneously while maintaining rigorous attention to detail in a fast-paced environment.

4. General Virtual & Administrative Assistance

Perform accurate data entry, maintain central electronic database systems, and establish organized digital filing systems.
Facilitate smooth internal and external team communications across platforms (e.g., Microsoft Teams, Outlook, Slack).
Perform ad-hoc administrative duties as needed to maintain operational efficiency across the company.

Qualifications & Experience

Experience: Minimum 3 to 5 years of administrative, virtual assistant, or executive assistant experience.
Technical Skills:
- Advanced proficiency with Microsoft Office 365 (Outlook, Word, Excel, Teams).
- Hands-on proficiency with modern project management tools (e.g., Asana, ClickUp, Trello, Notion).
- Typing speed of 50+ WPM.
Communication: Exceptional verbal and written English communication skills with high fluency and professional tone.
Key Traits: Strong organizational capabilities, proactive problem-solving ability, self-motivation, and a proven history of handling confidential matters safely.

Technical & Remote Work Requirements

Schedule: Full-time availability aligned strictly with United States business hours (EST/PST as required).
Workstation: High-speed, modern computer setup with dual monitors for multitasking efficiency.
Internet & Power Reliability:
- High-speed, stable internet connection.
- Reliable backup power source (UPS, generator, or backup batteries) to ensure uninterrupted service during power outages.
Environment: A quiet, professional, and clean dedicated work-from-home environment free from background noise.

Compensation & Contract Details

Pay: $1,000 – $2,000 USD per month depending on fluency, depth of experience, and skill set.
Pay Schedule: Paid twice monthly as an Independent Contractor.
Commitment: Full-time engagement with a desire for long-term commitment and mutual growth within a dynamic company.

SU - Administrative Assistant