This role supports an entrepreneurial business leader who operates across multiple domains, combining consulting, client services, and business development. The environment is highly dynamic and international, requiring excellence in organization, communication, and execution.

About the Role

The Executive Virtual Assistant will act as a key partner in daily operations, directly supporting the executive with calendar management, project coordination, client communication, and workflow optimization. The position requires adaptability, sound judgment, and the ability to switch contexts quickly to ensure priorities are met.

Responsibilities

Calendar, Travel & Meetings

Manage and prioritize internal and external meeting requests.
Apply the executive’s scheduling framework to protect key priorities.
Coordinate agendas, itineraries, and travel arrangements, ensuring all details are complete.

Project & Task Tracking

Monitor deadlines and priorities using Motion.
Keep key projects moving during heavy travel or client weeks.
Prepare supporting documents and coordinate with external vendors and partners.

Client Services & Communication

Act as liaison with clients and teams, ensuring timely and professional responses.
Draft and review client-facing documents.
Keep knowledge bases and folders organized in Notion and Google Drive.

Preparation & Logistics

Support in preparing presentations and meeting materials.
Coordinate logistics for virtual and in-person meetings and events.
Conduct background research on clients before meetings.

Administrative & Personal Support

Process and submit expenses via Expensify.
Handle reservations, online orders, and occasional personal scheduling.

AI-Enabled Support

Use AI tools to draft, summarize, and automate workflows.
Identify opportunities for efficiency through technology.

Reporting & SOPs

Maintain frequent check-ins with the executive.
Deliver weekly progress reports highlighting blockers and deadlines.
Document and improve SOPs to enable future delegation.

Confidentiality

Handle sensitive company, client, and financial information with discretion and confidentiality.

Requirements

Proven experience as a Virtual Assistant, Executive Assistant, or Project Coordinator.
Excellent written and verbal communication skills in English and Spanish.
Strong organizational and prioritization skills, with the ability to manage multiple demands.
Proficiency with modern tools: Motion, Notion, Google Workspace, Expensify, PandaDoc, TripIt (HubSpot experience is a plus).
Ability to work independently and exercise sound judgment.
Proactive, solution-oriented mindset.
Flexibility to switch between projects and business domains.

Benefits