Executive & Personal Assistant Virtual Assistant

Job description

About this role

The ideal candidate must be exceptionally trustworthy, detail-oriented, resourceful, and capable of anticipating needs before being asked. The candidate should be comfortable taking ownership of problems from start to finish and making sound decisions independently. Discretion and confidentiality are essential, as the role involves sensitive business, financial, travel, household, and personal information. The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Responsibilities

• Manage personal and professional email accounts for both principals.
• Monitor multiple Gmail and Outlook/Office 365 inboxes.
• Triage incoming emails and aggressively filter information based on priority.
• Determine which messages require the principals' attention and handle, delegate, or route others appropriately.
• Draft email responses for review and approval before sending on behalf of the principals.
• Monitor and manage inbound phone calls.
• Screen callers and determine the appropriate follow-up or escalation.
• Maintain accurate follow-up records and ensure outstanding matters are addressed.
• Protect sensitive business, financial, and personal information at all times.
• Own and manage both principals' personal and professional calendars.
• Coordinate meetings across multiple businesses, teams, and time zones.
• Manage Google Calendar and Outlook calendars.
• Schedule, reschedule, and confirm meetings and appointments.
• Resolve scheduling conflicts proactively.
• Build appropriate buffers between meetings and activities.

Qualifications and requirements

• Minimum of 3 years of experience supporting executives, business owners, high-net-worth individuals, or families as an Executive Assistant, Personal Assistant, or Estate/Household Manager.
• Demonstrated experience managing complex executive calendars and schedules.
• Strong experience handling domestic and international travel arrangements.
• Experience booking complex international itineraries.
• Hands-on experience with airline loyalty programs and award travel is highly preferred.
• Strong understanding of points, miles, transfer partners, and travel rewards programs.
• Excellent written and spoken English communication skills.
• Strong professional phone presence.
• Exceptional discretion, judgment, and confidentiality.
• Willingness and ability to sign an NDA and handle sensitive information.
• Strong problem-solving skills and the ability to independently research solutions.
• Ability to anticipate needs and take initiative without waiting for instructions.
• Exceptional organizational and time-management skills.
• Ability to manage multiple priorities across two busy CEOs and multiple businesses.
• Strong attention to detail and follow-through.
• Ability to work fixed U.S. Eastern business hours.