Virtual Executive Assistant

A wealth management firm of about 30 employees with a strong management team running day-to-day operations. Shane now operates at board level there, while also building a software startup and running a podcast. He speaks at multiple conferences across the US and abroad and takes around 50 flights a year.

Role Overview

Shane needs an experienced Executive Assistant to take ownership of the travel, conference, calendar and inbox load that currently sits with him. With several trips every month and a constant stream of conference deadlines (hotel bookings, registrations, speaker bios, slide deck submissions), he needs 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 Delta's priority (Diamond Medallion) line on Shane'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 Shane before each trip with a clear brief: where he's going, what he's doing, and what's booked.

•     Manage Shane's calendar across his businesses and keep it accurate and up to date.

•     Manage Shane's email inbox: triage, organize, flag what needs him, and handle routine items.

•     Send gifts to clients, partners and contacts on Shane's behalf.

•     Support CRM upkeep in Attio 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 Codex (a plus).

•     Google Workspace (Gmail, Google Calendar, Drive, Docs, Sheets).

•     Slack and WhatsApp for day-to-day communication.

•     1Password for secure, shared credential access.

•     CRM experience; Attio is 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.