Virtual Executive Assistant – Construction, Real Estate

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Fresh Prints

WebsiteLinkedInAll Job Openings

11 - 50 employees

Founded 2013

🛒 Retail

🛍️ eCommerce

👥 B2C

Retail • eCommerce • B2C

Fresh Prints is a company specializing in custom collegiate merchandise. They offer a wide range of apparel including hoodies, shirts, sweaters, and sweatpants, catering primarily to college students and organizations such as fraternities and sororities. Customers can customize their garments using Fresh Prints' design tool and upload their own inspirations for a personalized touch. The company operates online and is based out of New York City. They are actively engaged with their community through social media and an interactive blog, and they provide opportunities for students to become campus managers, enhancing their presence in the collegiate community.

📋 Description

• Own and manage the executive's calendar, balancing competing priorities while protecting strategic focus time • Coordinate meetings across multiple stakeholders and time zones • Anticipate scheduling conflicts and proactively resolve them • Prepare agendas, briefing materials, and supporting documentation before meetings • Ensure the executive is informed, prepared, and operating efficiently throughout each day • Utilize Fireflies or similar AI-powered meeting assistants to capture meeting transcripts • Convert discussions into concise summaries, action items, and executive briefs • Organize documentation and meeting records across internal systems • Track follow-ups, commitments, and deadlines to ensure timely completion • Drive accountability by following up with stakeholders on outstanding action items • Manage and prioritize incoming email communications • Draft professional correspondence on behalf of the executive • Identify urgent matters requiring immediate attention • Maintain a highly organized inbox and ensure timely responses • Support clear communication across internal teams, external partners, and leadership • Coordinate multiple operational initiatives simultaneously while tracking progress against deadlines • Maintain project trackers, timelines, and priority lists • Monitor milestones and proactively identify risks or blockers • Coordinate with cross-functional teams, vendors, consultants, and external partners • Prepare executive status updates, reports, and project summaries • Ensure action items remain on schedule and stakeholders remain aligned • Coordinate domestic travel arrangements, including flights, accommodations, transportation, and itineraries • Manage schedule changes and travel adjustments as needed • Maintain organized travel documentation and itineraries • Process and reconcile expense reports and receipts • Ensure compliance with company policies and reporting requirements • Support weekly planning, prioritization, and operational planning sessions • Organize documentation, trackers, and executive resources • Manage recurring administrative processes and reminders • Serve as a trusted operational partner for executive support and coordination • Continuously improve workflows and identify opportunities to increase operational efficiency

🎯 Requirements

• 5+ years of experience supporting senior executives, founders, or leadership teams in fast-paced organizations • Previous experience as an Executive Assistant, Virtual Executive Assistant, Executive Operations Coordinator, Executive Business Partner, or similar role • Demonstrated ability to manage complex calendars, shifting priorities, and competing deadlines • Strong project coordination experience with multiple concurrent initiatives • Exceptional organizational, planning, and time management skills • Outstanding written and verbal English communication skills • Strong attention to detail with excellent follow-through • Ability to anticipate executive needs and exercise sound judgment with minimal supervision • Experience handling confidential information with professionalism and discretion • Comfortable working independently in a fully remote environment • Advanced proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) • Experience using AI meeting assistants such as Fireflies or similar tools • Familiarity with project management platforms such as Asana, ClickUp, Notion, Monday.com, Jira, or similar collaboration tools

🏖️ Benefits

• Fully Remote • Full-Time Position • Meaningful overlap with U.S. business hours required • Long-term opportunity with strong growth potential