Virtual Executive Assistant

This role requires deep understanding of calendar functionality, mastery of email triage and communication flow, and the ability to anticipate needs without prompting.

Primary Responsibilities

• Email Management
• Monitor, sort, and prioritize incoming emails using a clear tagging and follow-up system.
• Draft, format, and send communications on behalf of Dr. Powell.
• Summarize key correspondence and ensure timely follow-up.
• Maintain structured organization across multiple inboxes (The Founder’s Office, Brehon Group, personal).
• Calendar Management
• Maintain and synchronize complex calendars across Calendly, Outlook, and Zoom.
• Schedule and confirm meetings with internal team members, external partners, and podcast/event hosts.
• Anticipate scheduling conflicts and proactively offer solutions.
• Prepare daily and weekly calendar summaries for Tom.
• Manage recurring meetings, reminders, and prep materials.
• Communication & Coordination
• Liaise with Kay (Senior Executive Assistant) on all scheduling and communications requiring alignment.
• Coordinate with the broader team to ensure scheduling supports current priorities.
• Confirm all meeting details, links, and attachments in advance.
• Maintain confidentiality and discretion at all times.
• Administrative Support
• Prepare and distribute executive briefing notes when needed.
• Track commitments and meeting actions for follow-up.
• Support travel planning, podcast scheduling, and special projects.

Qualifications

• Minimum 3–5 years experience supporting a U.S.-based executive (C-level preferred).
• Advanced proficiency in Outlook, Google Workspace (Calendar, Gmail, Drive, Meet), and Zoom.
• Exceptional English communication — written and verbal.
• Highly proactive with strong attention to detail and situational awareness.
• Ability to manage multiple calendars, shifting priorities, and international time zones.
• Strong judgment, confidentiality, and reliability.
• Familiarity with Calendly and HubSpot is a plus.

Work Schedule

Full-time: Hours TBD, may vary

Occasional early/late coverage during travel or events.