Executive Virtual Assistant

1 week ago

Philippines South Africa Assist World Full time R10 500 - R15 750 per year
Role Overview We are hiring two Executive Virtual Assistants – one to support the CEO and one to support the COO. This is a high-ownership, low-drama EA role: the work itself is straightforward (scheduling, follow-ups, agendas, simple client communication), but the standard of execution is high. We're looking for someone who: ● Treats follow-through and reliability as non-negotiable ● Is comfortable with clear, direct feedback ● Can be trusted to own the calendar, cadence, and preparation around client calls If you're the kind of EA who sees a simple process and thinks, "I can run this perfectly every time," this role is for you.
Key Responsibilities
  • Calendar & Scheduling Management 
  • Own the executive's calendar: schedule, reschedule, and protect time thoughtfully
  • Enforce meeting rules, such as: ○ No bookings without sufficient notice ○ No meetings accepted without a clear purpose/agenda
  • Coordinate recurring calls with clients and make sure only necessary people attend (e.g., excuse CEO/COO if their presence isn't required)
  • Client Communication & Meeting Prep 
  • Send pre-call notifications to clients following agreed cadences ○ E.g., "If you have anything to discuss this week, let us know; otherwise we'll cancel the call."
  • Confirm what clients want to cover so calls are focused and necessary
  • Prepare clear, concise agendas for recurring client meetings based on: ○ Previous notes ○ Client updates ○ Internal priorities
  • Follow up post-call to ensure action items are tracked and visible to the team 
  • Executive Support & Admin 
  • Provide daily or weekly agendas for the CEO/COO so they know exactly what's coming up and what's needed
  • Do light admin around reports, follow-ups with internal staff, and status checks
  • Keep information organized in HubSpot and internal tools so that executives don't have to chase details
Must-Have Qualifications
  • 2–4+ years of experience as an Executive Assistant / Virtual Assistant / Operations Assistant
  • Strong written and verbal English communication skills
  • Comfortable communicating with B2B clients in a professional, concise, and direct way
  • Proven experience with: ○ Calendar management & scheduling ○ Preparing meeting agendas ○ Coordinating recurring client calls
  • Ability to follow and enforce simple rules and cadences (e.g., no agenda = no meeting)
  • Highly reliable, organized, and detail-focused – you close the loop and don't drop balls
  • Comfortable working with direct, straightforward executives and not shutting down or disappearing when given honest feedback
  • Able to work consistently within Mountain Time (MT) business hours
Nice-to-Have Qualifications
  • Experience supporting businesses in: ○ Fintech, payments, crypto, risk management, or financial services
  • Familiarity with: ○ HubSpot (or similar CRM) ○ Gmail / Google Workspace (Docs, Sheets, Calendar) ○ Microsoft Word and Excel
  • Prior remote experience with founders or C-level executives in lean teams
Tools & Tech
  • You should be comfortable working with:
  • HubSpot (primary CRM – training provided if needed)
  • Gmail & Google Calendar
  • Google Docs & Sheets
  • Basic productivity tools for note-taking, agendas, and task tracking
Ideal Personality & Work Style
  • You take ownership: if you say you'll do it, it gets done
  • You ask clarifying questions once, then run with it
  • You don't need hand-holding for simple processes and can self-manage your time
  • You're not easily rattled by direct feedback and can course-correct quickly
  • You care about results and outcomes, not just checking tasks off a list
$500 - $700 a month Type: Part-Time (20 hours/week) with potential to grow Time Zone: Must reliably support Mountain Time (MT / Western Canada) hours Why Join Assist World?
100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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