Virtual Executive Assistant

Working Schedule: 8:00 AM to 5:00 PM Pacific Time, Monday through Friday

Work Arrangement: Fully Remote

Salary: $1,500 per month

Employer: Fire Protection Engineering and Life Safety Consulting Firm located in Las Vegas, Nevada.

Role Summary

You will run the operating system behind the CEO's day. Email, calendar, travel, time, expenses, project follow-through, and board service support. You own the administrative load so the CEO can focus on clients, engineering leadership, and growth.

This role covers business, board, and personal logistics. You will see confidential client information, financial data, and personnel matters. You will sign a non-disclosure agreement. Discretion is a requirement of the job.

Core Responsibilities

1. Email Management

• Triage the CEO's inbox daily. Sort, label, and file using an established system

• Draft replies for review in the CEO's voice: direct, warm, short, first-name openings

• Handle routine correspondence independently once trust is established

• Flag items requiring decisions and surface anything time-sensitive within the hour

• Maintain the inbox to zero unread by end of each business day

2. Calendar Management

• Own the work and personal calendars as one integrated view

• Schedule and reschedule internal meetings, client calls, site visits, board obligations, and personal commitments

• Protect focus blocks. Defend against fragmentation

• Send agendas and materials ahead of meetings

• Confirm attendance and resolve conflicts without escalating every instance

3. Travel Management

• Book flights, hotels, and ground transportation for business and personal trips

• Build detailed itineraries with confirmation numbers, addresses, and timing buffers

• Handle changes and disruptions in real time

• Coordinate with the CEO's family on personal travel

4. Time and Expense Reporting

• Prepare the CEO's weekly timesheet with correct project codes

• Reconcile calendar activity against billable time before routing for approval

• Prepare monthly expense reports with receipts attached and coded

• Track receipts continuously rather than at month end

• Submit both to the CEO for final review and approval ahead of every internal deadline. The CEO approves. You prepare, chase, and file

5. Project Deliverable and Task Tracking

• Maintain a live tracker of the CEO's open deliverables, commitments, and deadlines

• Follow up with internal team members and external parties on outstanding items

• Prepare a weekly status summary of what is due, what is late, and what is at risk

• Capture action items from meetings and route them to the right owners

• Keep the task list current so nothing depends on the CEO's memory

6. Board Support, Entrepreneurs' Organization Las Vegas

The CEO serves on the Board of Directors of the Las Vegas chapter of Entrepreneurs' Organization and chairs the Membership Committee. You will support that service with the same rigor you apply to work with.

• Schedule board meetings, committee meetings, and one-on-one prospect calls

• Maintain the membership pipeline tracker: prospects, sponsors, application status, and next steps

• Drive follow-up on prospect and applicant communication so no candidate goes cold

• Prepare materials and talking points ahead of board and committee meetings

• Capture action items from board and committee meetings and track them to closure

• Coordinate with chapter staff, fellow board members, and committee volunteers

• Manage chapter event registrations, RSVPs, and travel to EO regional and global events

Tools You Will Use

• Microsoft 365: Outlook, Teams, SharePoint, OneDrive

• Zoho One, transitioning to Deltek Vantagepoint for project accounting and CRM

• Claude for drafting and research

• EO chapter membership and event platforms

• Standard travel and expense platforms

You do not need mastery of all of these on day one. You do need to learn systems fast and document what you learn.

Requirements

• Three or more years supporting an executive, owner, or founder directly

• Excellent written English. You will write on behalf of the CEO

• Proven reliability with deadlines and detail. Errors in timesheets and expenses cost real money

• Comfort with confidential information and sound judgment about what to share

• Strong self-direction. You will not be micromanaged, and you should not need to be

• Reliable high-speed internet, backup power or a backup work location, and a quiet environment

• Willingness to sign a non-disclosure agreement covering client, financial, personnel, and personal information

Preferred

• Experience in a professional services, engineering, architecture, or construction firm

• Familiarity with billable-hour environments and project accounting

• Microsoft 365 and SharePoint experience

• Experience supporting nonprofit or association board service

• Experience supporting both business and personal logistics for the same executive