[Hiring] Virtual Assistant @Somewhere

Role Description

A busy, senior-level executive coach working with mid-to-senior leaders at large global corporations is seeking a sharp, proactive, and highly reliable Virtual Assistant. This is a part-time, remote role requiring exceptional judgment, thoroughness, and professionalism — not constant availability, but consistent availability throughout the Eastern workday.

The right person for this role is already online during Eastern business hours and can seamlessly layer this work on top of their existing schedule. If you thrive on staying organized, communicating professionally, and catching details before they become problems — this role is a perfect fit.

Working Hours

• Coverage Required: Monday–Thursday, 8:00am–6:00pm ET | Friday, 8:00am–3:00pm ET
• Total active work averages 1–2 hours per day, but it is non-consecutive
• You must be able to check in regularly throughout the day and respond promptly as needed
• This role is not suitable for teachers, students with fixed class schedules, or anyone with blocks of unavailability during Eastern business hours
• Occasional monitoring outside of core hours (e.g., early mornings, Sunday evenings) for urgent requests is strongly preferred
• You will work from your own home or a quiet location

Key Responsibilities

• Calendar & Scheduling Management
  • Confirm, reschedule, and coordinate new appointments for a client base of ~25–30 senior corporate executives
  • Monitor and manage 3–4 email inboxes regularly throughout the day for scheduling-related communications
  • Respond to scheduling emails proactively, accurately, and in a timely manner
  • Exercise sound judgment on urgency — knowing what needs immediate attention vs. what can wait
• Administrative & Reporting Support
  • Accurately track and record hours worked in Excel, Word, and several third-party platforms (e.g., Monday.com)
  • Coordinate input for and assemble periodic summary reports
  • Prepare and submit one month-end invoice per month
  • Handle various brief administrative tasks as they arise
• Communication & Correspondence
  • Draft and send professional emails on behalf of the client to executive-level contacts and their assistants
  • Maintain appropriate tone and discretion depending on the recipient (e.g., senior leader vs. scheduling admin)
  • Participate in occasional brief calls with other assistants or clients during the day, as needed

Must-Have Qualities

• Exceptional judgment — knows what's urgent, what can wait, and how to prioritize without being told every time
• Proactive — catches things before they become problems; doesn't wait to be asked
• Thorough and detail-oriented — accuracy is non-negotiable
• Professional and polished — understands the tone, pace, and culture of the U.S. corporate world
• Strong written English — emails must be clear, professional, and appropriately calibrated to the audience
• Responsive — able to check phone/computer and reply quickly even when away from their desk

Technical Requirements

• Own laptop (Windows preferred; Mac not ideal)
• Access to Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Comfortable with Gmail/Google Workspace
• Smartphone with ability to monitor and respond on the go
• Ability to quickly learn new data-entry and scheduling platforms (e.g., Monday.com and other third-party tools)
• Reliable, fast internet connection and a quiet working environment

Ideal Candidate Profile

• Already working or available online during Eastern U.S. business hours
• Has prior experience supporting senior professionals, executives, or in a corporate environment
• Understands the nuances of executive-level communication — tone, discretion, and professionalism
• Comfortable working with a small, lean operation (2-person team)
• 2–5 years of relevant experience preferred (executive assistance, admin coordination, or similar)
• Fluent English speaker — written and verbal