Virtual Executive Assistant

The founder of a wealth management firm with about 30 employees now operates at the board level while building a software startup and running a podcast. The founder speaks at multiple conferences across the US and abroad, taking around 50 flights a year. The Executive Assistant will take ownership of the travel, conference, calendar, and inbox load, keeping everything organized in one place and staying one step ahead of deadlines. The role is 100% remote.

Responsibilities

Book and manage all travel end to end: flights, hotels, ground transport, and changes or cancellations; Handle airline changes directly, including working with priority airline loyalty lines on the founder's behalf; Track every conference commitment and its deadlines: registrations, hotel blocks, speaker bio updates, and slide deck submissions; Maintain a shared travel and events tracker; Prepare the founder before each trip with a clear brief; Manage the founder's calendar across businesses; Manage the founder's email inbox: triage, organize, flag, and handle routine items; Send gifts to clients, partners, and contacts on the founder's behalf; Support CRM upkeep for the software startup; Use AI tools daily to work faster and keep shared documents organized; Work behind the scenes with no client-facing or phone work apart from occasional airline calls

Requirements

3–4+ years of Executive Assistant experience, ideally supporting a founder or frequent traveler; Strong travel management experience, including complex multi-city and international itineraries; Daily, confident use of AI tools: Claude, ChatGPT/OpenAI; Google Workspace (Gmail, Google Calendar, Drive, Docs, Sheets); Slack and WhatsApp for day-to-day communication; Secure, shared credential management tools (e.g., 1Password); CRM experience; Highly organized, detail-oriented, and proactive; Solves problems and comes back with options, not questions; Excellent written English and fast, reliable communication

Nice to have

Any CRM background; modern relationship management platforms; Daily use of coding assistants

Benefits

$50 birthday bonus; $200 testimonial bonus