Virtual Executive Assistant

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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 calendar management end-to-end, including scheduling, rescheduling, prioritization, and protecting focus time • Coordinate meetings across multiple stakeholders and time zones • Prepare meeting agendas, relevant documents, context, and supporting materials in advance • Anticipate scheduling conflicts and proactively resolve competing priorities • Ensure the executive remains informed, prepared, and on schedule throughout the day • Utilize Fireflies or similar AI-powered meeting tools to capture meeting transcripts • Convert meeting discussions into concise notes, summaries, and actionable next steps • Organize meeting notes and action items within appropriate systems and documentation repositories • Track follow-ups and ensure commitments are completed on time • Maintain visibility into outstanding tasks and dependencies across teams • Manage and triage email communications daily • Draft and send routine communications on behalf of the executive • Prioritize urgent matters and escalate issues requiring executive attention • Maintain inbox organization and ensure timely responses to key stakeholders • Help maintain consistent communication across internal and external relationships • Coordinate domestic travel arrangements, including flights, hotels, transportation, and itineraries • Manage travel changes and schedule adjustments as needed • Maintain organized travel records and upcoming itinerary documentation • Process, reconcile, and track expense submissions and receipts • Ensure compliance with company policies and reporting requirements • Support daily and weekly planning activities • Coordinate action items across departments and stakeholders • Follow up on outstanding requests and commitments • Maintain task trackers, reminders, and priority lists • Serve as a trusted operational partner for administrative and coordination needs

🎯 Requirements

• 3+ years of experience supporting senior executives, founders, or leadership teams • Previous experience as an Executive Assistant, Virtual Executive Assistant, Executive Operations Coordinator, or similar role • Exceptional organizational and time-management skills • Strong written and verbal English communication skills • High attention to detail and follow-through • Ability to manage confidential information with discretion and professionalism • Strong judgment regarding prioritization and escalation • Experience managing executive calendars and inboxes • Comfortable working independently in a remote environment • Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) • Experience with Fireflies, AI meeting assistants, or similar productivity tools • Familiarity with project management and collaboration tools such as Slack, Notion, Asana, ClickUp, or similar platforms

🏖️ Benefits

• Competitive compensation based on experience • Fully remote work environment • Stable, long-term opportunity • Exposure to leadership and company operations • Professional growth and development opportunities • Collaborative and supportive team environment