Virtual Executive Assistant

Company Overview

The founder of a wealth management firm with about 30 employees has a strong management team running day-to-day operations. The founder now operates at the board level, while also building a software startup and running a podcast. They speak at multiple conferences across the US and abroad, taking around 50 flights a year.

Role Overview

The founder needs an experienced Executive Assistant to take ownership of the travel, conference, calendar, and inbox load. With several trips every month and a constant stream of conference deadlines (hotel bookings, registrations, speaker bios, slide deck submissions), they need someone who keeps everything organized in one place, stays one step ahead, and can answer "what's the deadline for this again?" in minutes over Slack or WhatsApp. The right person brings answers, not problems.

Key Responsibilities

• Book and manage all travel end to end: flights, hotels, ground transport, and changes or cancellations when plans shift.

• Handle airline changes directly when needed, 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 so dates, cities, confirmations, and deadlines are always easy to find.

• Prepare the founder before each trip with a clear brief: where they are going, what they are doing, and what is booked.

• Manage the founder's calendar across businesses and keep it accurate and up to date.

• Manage the founder's email inbox: triage, organize, flag what needs attention, 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. There is no client-facing or phone work apart from occasional airline calls.

Skills & Tools

• 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, and coding assistants (a plus).

• 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; modern relationship management platforms are a plus, but any CRM background will transfer.

• Highly organized, detail-oriented, and proactive. Solves problems and comes back with options, not questions.

• Excellent written English and fast, reliable communication.