[Hiring] Executive & Team Virtual Assistant @20four7VA

Role Description

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia. An award-winning event strategy and production firm is seeking a highly organized Business Support VA to provide executive support to the Founder & CEO while also supporting recurring team, vendor, and administrative operations.

The role will focus on managing the CEO's calendar, travel, meetings, and deadlines while also maintaining company systems, supporting vendor research, coordinating team requests, and keeping important administrative work moving. The ideal candidate is proactive, organized, discreet, and comfortable working in a deadline-sensitive environment with multiple projects and priorities.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

• Executive Support
  • Manage the CEO's Outlook calendar, scheduling, rescheduling, time zones, and travel time
  • Prepare meeting briefs, agendas, and relevant background information
  • Coordinate travel arrangements and itineraries
  • Organize expense receipts and supporting documentation
  • Track deadlines, appointments, speaking engagements, and certifications
  • Help keep priorities and follow-ups organized
• Systems & Project Administration
  • Maintain project, team, vendor, and pipeline information in Airtable
  • Perform recurring data entry, cleanup, and record maintenance
  • Update project statuses and maintain accurate information after meetings and calls
  • Pull basic reports and views for deadlines, tasks, and pipeline activity
  • Set up Trello boards for new projects and organize client documents in SharePoint
  • Support registration lists, attendee information, and other event-related data entry
• Vendor & Team Support
  • Research and shortlist venues, catering, AV, production, rentals, transportation, staffing, and other event vendors
  • Request and organize quotes, availability, COIs, W-9s, and related vendor information
  • Prepare side-by-side vendor comparisons
  • Maintain vendor records, rates, contacts, and performance information
  • Track contracts, deposits, and payment deadlines
  • Coordinate internal meetings, take notes, and track action items
  • Format and proof decks, reports, run-of-show documents, and other client materials
• General Administrative & Content Support
  • Organize shared files, contact lists, and company records
  • Prepare documents, PDFs, and e-signature requests
  • Maintain consistent filing and naming conventions
  • Assist with scheduling social posts and maintaining the content calendar
  • Organize video and marketing files
  • Support additional administrative tasks as business needs evolve

Qualifications

• 3+ years of Executive Assistant or Administrative Assistant experience strongly preferred
• Experience supporting a CEO, founder, or senior executive strongly preferred
• Airtable experience required
• Strong Microsoft 365 / Outlook experience required
• Vendor or supplier research experience strongly preferred
• Strong data-entry and administrative skills required
• Event planning, hospitality, agency, or nonprofit experience is a plus
• SharePoint and Trello experience preferred
• Social media scheduling experience is a plus

Requirements

• Highly organized, proactive, and dependable
• Strong Executive Assistant and back-office support background
• Excellent written English with strong proofreading ability
• Comfortable managing competing deadlines and priorities
• Strong research and vendor-sourcing ability
• Detail-oriented with accurate data-management habits
• Able to work independently and follow through without constant reminders
• Discreet with confidential client, financial, and contract information
• Comfortable supporting both a CEO and a broader project team

Work Schedule

• Contracted Hours per Week: 20 Hours (Hours may increase based on performance and workload)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: Within 9:00 AM – 6:00 PM EST – Exact Schedule TBD

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Benefits

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!