Virtual Executive Assistant

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VaVa Virtual Assistants

WebsiteLinkedInAll Job Openings

1 - 10 employees

Founded 2010

🤝 B2B

⚡ Productivity

☁️ SaaS

B2B • Productivity • SaaS

VaVa Virtual Assistants is a remote team of professional virtual assistants dedicated to alleviating the burdens of business ownership for entrepreneurs. By offering a comprehensive suite of administrative services, including calendar management, customer service, social media, and web design, VaVa empowers clients to focus on their core passions while efficiently handling the busywork of their operations. With a commitment to enhancing productivity and efficiency, they provide personalized support tailored to diverse business needs.

📋 Description

• Manage day-to-day client account activities with reliability and attention to detail • Anticipate client needs before they are stated, and communicate progress consistently so clients always know where things stand • Handle challenges independently without allowing quality to slip or client confidence to waver • Maintain awareness of engagement hours and flag early when adjustments may be needed to sustain the level of service clients expect • Manage client inboxes by prioritizing and filtering messages, drafting responses, and ensuring nothing falls through the cracks • Coordinate complex calendars across time zones, including scheduling meetings, sending reminders, and resolving conflicts proactively • Plan and execute logistics for virtual and in-person meetings, conferences, and events, from agenda preparation to follow-up • Prepare presentations, reports, and supporting materials that are polished and ready without requiring significant client revision • Conduct research on topics, vendors, tools, or competitors and deliver findings in a clear, usable format • Draft, proofread, and edit correspondence across email, documents, and other communication channels on behalf of the client • Maintain and update CRM systems, ensuring contact records, notes, and follow-up tasks reflect current and accurate information • Handle sensitive and confidential information with discretion at all times, including personal, financial, and business-critical data • Anticipate client needs based on patterns and context, surfacing tasks or potential issues before they are asked about • Collaborate with fellow VaVa contractors when projects benefit from shared support or specialized expertise • Manage administrative tasks across tools such as Google Workspace, Microsoft 365, project management platforms, and scheduling software • Communicate proactively with the client about task status, deadlines, and any obstacles that could affect delivery • Support travel planning and coordination, including itineraries, bookings, and contingency management when plans change • Handle additional administrative requests as they arise, with flexibility and a solutions-oriented approach

🎯 Requirements

• Must reside and be authorized to work in the United States • At least 3 years of demonstrated experience in an executive or administrative support role, including direct support to at least one executive • At least 1 year of experience working full-time in a virtual or remote capacity • Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients • Proficiency in Google Workspace and Microsoft Office, with the ability to produce polished documents, spreadsheets, and presentations without client oversight • Confident daily use of Slack and Zoom, including virtual meeting setup, basic troubleshooting, and professional facilitation support • Working experience with at least one CRM tool; familiarity with a native or industry-specific system is acceptable, though broader exposure is preferred • Working experience with at least one project management platform such as Trello, Asana, ClickUp, Notion, or Monday.com • Demonstrated ability to manage high-volume inboxes and complex calendars remotely, across multiple time zones if needed • Experience coordinating travel arrangements, including itineraries, bookings, and last-minute changes • General AI literacy and comfort using AI tools to increase productivity, draft content, or streamline routine tasks

🏖️ Benefits

• Regular calls with clients and fellow contractors keep you connected to the broader VaVa team • Every interaction is an opportunity to reflect our mission, vision, and values