A 1-2 minute video (uploaded to Google Drive) answering:
What is the most ideal trait a person should have for this assistant role?
What do you think are the areas you'll find challenging in the responsibilities for this role?
Your updated CV/resume attached to the email.

Send your application via email to careers@whitakerdogcare.com using the subject line:
"Virtual Executive Assistant | Indeed"

!!!Only applications received via email will be prioritized. Please ensure your Google Drive video link is accessible before submitting.

About the Role

Our company is looking for a Virtual Executive Assistant to support the Executive Team with administrative tasks, operations, and communication. This role requires strong organizational skills, attention to detail, and the ability to work independently in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

Manage and prioritize emails, messages, and communications on behalf of the Executive Team.
Organize and maintain calendars, schedule meetings, and coordinate appointments.
Prepare reports, presentations, and meeting notes.
Handle confidential business information with professionalism and discretion.
Assist in document organization, contract management, and general administrative tasks.
Take meeting minutes and follow up on assigned action items.

Operations & Project Management

Assist in hiring and onboarding virtual assistants for different business functions.
Track and coordinate ongoing projects across departments.
Maintain and organize company files, project documentation, and CRM databases.
Work closely with project managers and field supervisors to ensure smooth internal communication and operational efficiency.

Sales & Marketing Assistance

Organize and track incoming project leads for the sales and estimating teams.
Support social media content scheduling and company branding efforts.
Assist in preparing sales presentations, proposals, and reports for potential clients.

Personal & Miscellaneous Support

Occasionally assist with personal tasks to optimize the Executive Team’s time and productivity.

Qualifications & Skills

Required:

Fluent in English (written and spoken) with strong communication skills.
Minimum of 2+ years experience as a Virtual Executive Assistant, Project Coordinator, or in a similar administrative role.
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), Google Workspace, and project management tools such as Trello, ClickUp, or Asana.
Strong organizational and multitasking abilities with keen attention to detail.
Ability to work independently, take initiative, and solve problems proactively.
High level of discretion and professionalism when handling sensitive business matters.

Preferred but not required:

Background in HVAC, plumbing, construction, or service-based industries.
Experience with CRM platforms such as ServiceTitan, Spectrum, or similar.
Familiarity with social media management and digital marketing tools.
Knowledge of automation tools like Zapier, Slack, and scheduling software.

Job Type: Full-time

Pay: $10.00 per hour

Schedule: