[Hiring] Executive Assistant to the CEO @VASL

Role Description

We’re looking for a business operations generalist who enjoys solving problems, improving systems, and helping leaders operate at their highest level. As Executive Assistant, you’ll work closely with the CEO and executive leadership team to execute key business initiatives and support core organizational functions. You’ll gain full visibility into how a growing company operates and contribute across multiple areas of the business.

On any given day, you may participate in executive meetings, coordinate projects, support people operations, analyze data, prepare business communications, improve internal systems, and help drive strategic initiatives forward.

This is not a personal assistant role. You’ll be performing high-impact work that directly contributes to the organization’s success and growth.

Ultimately, you will help improve business efficiency by providing proactive, organized, and strategic support to executive leadership.

Key Areas of Responsibilities

1. Communications

You’ll help leaders communicate effectively throughout the organization.

Responsibilities include:

• Drafting and editing business communications
• Creating internal documentation
• Preparing presentations and reports
• Documenting meeting outcomes and action items
• Improving clarity and consistency in organizational communication
• Attention to detail is critical, including accuracy, professionalism, and quality.

2. Processes & Systems

We believe scalable businesses are built on strong systems and processes.

Responsibilities include:

• Developing SOPs, toolkits, templates, and frameworks
• Documenting workflows
• Supporting automation initiatives
• Improving operational efficiency
• Ensuring organizational knowledge is captured and shared effectively

3. Special Projects

You will regularly contribute to strategic and operational projects that support company growth.

Projects may involve:

• Research
• Process improvement
• Vendor management
• Event coordination
• Business development initiatives
• Cross-functional operational support

4. Action Item & Project Management

You’ll attend leadership meetings and ensure follow-through across the organization.

Responsibilities include:

• Tracking deliverables
• Following up on action items
• Coordinating stakeholders
• Maintaining accountability
• Ensuring projects stay on schedule

Responsibilities

You Will:

• Work closely with the CEO and leadership team
• Support operations, human resources, finance, legal, and administrative functions
• Manage competing priorities with professionalism and efficiency
• Serve as a trusted partner to leadership
• Help improve organizational effectiveness
• Drive projects from concept through execution
• Maintain confidentiality and discretion in all matters

This Involves

Serving as a Hands-On Generalist

• Learning new skills quickly
• Adapting to changing business needs
• Providing support wherever needed most

Serving as a Systems Thinker

• Building scalable processes
• Creating documentation and playbooks
• Improving consistency and quality

Serving as a Force Multiplier

• Identifying inefficiencies
• Solving operational challenges
• Helping leaders focus on high-value activities

Serving as a Trusted Advisor

• Providing thoughtful feedback
• Asking insightful questions
• Supporting decision-making processes

Serving as an Air Traffic Controller

• Coordinating communication
• Keeping teams aligned
• Ensuring priorities are clear and moving forward

Qualifications

• BBA, MBA, or equivalent work experience
• 4–6 years of professional experience
• Experience as an Executive Assistant, Operations Coordinator, Chief of Staff, Project Coordinator, or similar role
• Strong proficiency in Microsoft Office and Google Workspace
• Exceptional organizational and time-management skills
• Excellent verbal and written communication skills
• Strong problem-solving abilities
• Ability to work independently with minimal supervision
• High level of professionalism, discretion, and confidentiality
• Fluent English communication skills