Remote independent - contractor Virtual Assistant supporting a CEO and event strategy firm’s team operations. Managing calendars, vendors, Airtable systems, documents, and administrative workflows.
About the role
- Junior Executive Assistant supporting four partners at AI-native advisory and digital engineering firm. Managing calendars, travel, client coordination, and office operations.
Responsibilities
- Assist with managing calendars for four Partners, including scheduling meetings and resolving basic conflicts
- Coordinate internal and external meetings across time zones
- Prepare meeting materials, agendas, and briefing documents
- Track action items and support timely follow-up
- Coordinate domestic and international travel arrangements, including flights, hotels, and transportation
- Prepare detailed travel itineraries
- Monitor travel plans and assist with adjustments when needed
- Serve as a professional point of contact for clients and external stakeholders
- Support coordination of client meetings, workshops, and internal events
- Assist with preparing client-facing presentations and materials
- Maintain confidentiality of client and firm information
- Process expenses and invoices accurately and in a timely manner
- Format, edit, and proofread documents and presentations
- Maintain organized digital filing systems and shared drives
- Provide support and backup coverage for Executive Assistants as needed
- Provide full reception and facilities coverage when the Reception/Facilities coordinator is out of office or on PTO
- Greet visitors, manage incoming calls, oversee meeting room readiness, and coordinate office needs during coverage periods
- Help ensure smooth daily office operations and continuity of service
- Support planning and coordination of Partner-led initiatives and internal meetings
- Assist with leadership meetings, team sessions, and firm events
- Collaborate with Operations, HR, IT, and Finance on administrative requests
- Contribute ideas to improve administrative processes and workflows
Requirements
- 1–3 years of administrative experience (internship, co-op, or entry-level experience welcome)
- Strong organizational skills and attention to detail
- Ability to manage multiple tasks and shifting priorities
- Proficiency in Microsoft 365 (Outlook, PowerPoint, Word, Excel, Teams)
- Strong written and verbal communication skills
- Professional demeanor and strong customer-service mindset
- High level of discretion and reliability
- Flexibility to adapt to front-of-house and facilities responsibilities when required
- Eagerness to learn and grow within an executive support role
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Degree requirement
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