Virtual Executive Assistant

Job description

About this role

This company is looking for an Executive Assistant who can bring luxury, white-glove service to every client interaction. This person will work directly with the founder to keep each transaction moving smoothly through a defined process flow, manage his calendar and inbox with urgency and precision, and represent the brand at the exclusive level its clients expect. The ideal candidate is a proactive self-starter who can pick up a task, run with it, and have it done and reported back — without needing to be micromanaged.

Responsibilities

• - Manage the founder's calendar and inbox daily, prioritizing and actioning items with urgency so he wakes up to a cleared queue.
• - Own each step of the client transaction process flow once handed off, working independently through to completion.
• - Maintain and update client and deal records in the CRM (currently HubSpot), and prepare regular status reports.
• - Handle written and remote oral communication with high-net-worth clients at a polished, luxury-level standard.
• - Work in spreadsheets and Word documents to prepare client-facing materials and internal tracking.

Qualifications and requirements

• - Strong written and remote oral communication skills — comfortable representing the brand with high-net-worth, international clientele.
• - Proficiency with spreadsheets (Excel/Google Sheets) and Word/Google Docs.
• - CRM experience required; HubSpot experience preferred but not mandatory as long as the candidate can work efficiently in a similar system.
• - Strong calendar and inbox management skills.
• - High attention to detail — this is a top priority for the client.