Virtual Assistant – Executive, Administrative Support

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VA Desk

WebsiteLinkedInAll Job Openings

2 - 10 employees

Founded 2025

🤝 B2B

🎯 Recruiter

B2B • Recruitment

VA Desk is a provider of managed, dedicated virtual assistants for modern businesses. They supply AI-enabled virtual assistants who are guided and supported with systems, training, and technical resources to integrate into solo founders' workflows or team-based operations. VA Desk handles recruitment, onboarding, HR support (attendance monitoring, reliability tracking, payroll), and IT support for company-managed equipment, offering scalable, cost-efficient execution support and structured workforce systems for businesses seeking outsourced talent.

📋 Description

• Manage complex calendars and coordinate meetings across multiple stakeholders and time zones • Schedule and reschedule appointments based on shifting priorities • Ensure executives are prepared for meetings with relevant context and materials • Track follow-ups and ensure commitments are actioned • Monitor and manage executive inboxes daily • Prioritize, organize, and flag important messages • Draft professional responses based on provided guidelines • Escalate urgent or sensitive communication when necessary • Track ongoing priorities, tasks, and internal initiatives • Ensure deadlines, deliverables, and follow-ups are organized and monitored • Maintain clarity across multiple moving projects • Prepare meeting agendas and supporting materials • Take structured meeting notes and document key decisions • Track action items and follow up on completion • Ensure accountability across stakeholders • Support communication between internal departments (operations, sales, marketing, finance, etc.) • Coordinate with external stakeholders such as vendors, partners, or client-side contacts when required • Conduct research and prepare summaries for decision-making • Assist in organizing reports, documents, and internal files • Support ad hoc operational and strategic tasks as needed • Provide general high-level administrative assistance

🎯 Requirements

• Proven experience in executive assistant or high-level administrative support roles • Strong organizational and time management skills • Excellent written and verbal communication • Ability to manage confidential information with discretion • Experience supporting executives or senior leaders is highly preferred • Strong problem-solving and prioritization skills • Familiarity with Google Workspace / Microsoft Office • Familiarity with calendar management tools • Familiarity with project management tools (Asana, ClickUp, Trello, Notion) • Familiarity with communication tools (Slack, Zoom, email platforms) • Basic CRM familiarity is a plus