Virtual Executive Assistant

Work Hours: Monday to Friday, ~20 hours per week (4-5 hours daily overlap between 8am and 5pm MST)
Pay Range: $1500 to $2000/ month (Part-time role with potential to grow into full-time; varies based on skill set and experience level)
Location of Search: Latin America or South Africa
Work Location: Remote

Company Overview

Our client is a Phoenix-based integrated financial advisory firm.

We are seeking a dedicated, part-time Virtual Executive Assistant to directly support our President with administrative, calendar, and operational tasks. This is an ongoing, dedicated role (not part of a shared or rotating assistant pool) with high visibility and room to grow into full-time as workload increases.

Role Overview

The Virtual Executive Assistant will act as a key operational support pillar for the President. In this role, you will manage day-to-day scheduling and administrative prep, coordinate vendors and operations, conduct light research, and assist with personal administration tasks—ensuring smooth daily operations while maintaining high confidentiality.

Duties and Responsibilities

Calendar & CRM Management: Manage and maintain the President's calendar (scheduling/rescheduling); keep CRM records organized and updated.
Document & Administrative Prep: Format and proofread outgoing materials, maintain consistent file naming across document libraries, and track open project items (no direct client communication required).
Research & Summarization: Conduct background research on prospects or new situations, summarize relevant industry news, and monitor key topics of interest.
Vendor & Operations Coordination: Coordinate routine vendor communications, track renewal dates for software/licenses/insurance, and follow up on outstanding invoices or service requests.
Personal & Life Admin: Assist with travel research and booking, online shopping/returns, errand coordination, and contractor/service research.

Minimum Qualifications

Language requirement: Fluent, professional written and spoken English
Experience: Prior experience supporting an executive or small business owner preferred
Proficiency with common productivity tools (calendar, document, and project management software).
Experience in wealth management, tax, or professional services is a strong plus.
Familiarity with U.S.-style CRM and record management concepts
Comfortable making phone calls and handling professional communication
Experience with tools that include AI features is a plus
Nice to have: experience using Claude for workflows, repeatable tasks, or task automation
High discretion with sensitive business information and willingness to sign a confidentiality agreement.
Strong organizational skills and keen attention to detail.

Note: Please submit your resume in ENGLISH; otherwise, your application may not be processed. We prioritize the processing of one active application at a time. If you have applied for multiple job openings within our organization, we kindly request that you direct any update inquiries to the team responsible for handling your initial application. If selected for the role, the final offer will be at the client’s discretion and will depend on your interview performance, skills, and experience.

Executive Assistant - 65304806798