[Hiring] Virtual Assistant: Executive & Administrative Support @VA Desk

Role Description

We are building a pool of highly capable Executive / Administrative Virtual Assistants to support founders, executives, and senior operators across multiple industries. This role is designed for individuals who excel in structure, communication, and high-level operational coordination. You will act as a key support layer to business leaders, helping them stay organized, focused, and effective in their day-to-day operations.

This role is primarily focused on internal executive and operational support, with occasional external communication responsibilities depending on the client setup and business needs. While specific responsibilities may vary depending on the client you are assigned to, your work will consistently involve executive-level coordination, communication support, and operational execution. This is a high-trust role where discretion, reliability, and proactive execution are essential.

Key Responsibilities

• Executive & Calendar Management
  • Manage complex calendars and coordinate meetings across multiple stakeholders and time zones
  • Schedule and reschedule appointments based on shifting priorities
  • Ensure executives are prepared for meetings with relevant context and materials
  • Track follow-ups and ensure commitments are actioned
• Communication & Inbox Management
  • Monitor and manage executive inboxes daily
  • Prioritize, organize, and flag important messages
  • Draft professional responses based on provided guidelines
  • Escalate urgent or sensitive communication when necessary
• Operational Coordination
  • Track ongoing priorities, tasks, and internal initiatives
  • Ensure deadlines, deliverables, and follow-ups are organized and monitored
  • Maintain clarity across multiple moving projects
  • Support execution of day-to-day operational needs
• Meeting Support & Documentation
  • Prepare meeting agendas and supporting materials
  • Take structured meeting notes and document key decisions
  • Track action items and follow up on completion
  • Ensure accountability across stakeholders
• Cross-Department & External Coordination
  • Support communication between internal departments (operations, sales, marketing, finance, etc.)
  • Coordinate with external stakeholders such as vendors, partners, or client-side contacts when required
  • Help ensure alignment and information flow across all parties
  • Assist in resolving coordination gaps between internal and external stakeholders
• Administrative & Strategic Support
  • Conduct research and prepare summaries for decision-making
  • Assist in organizing reports, documents, and internal files
  • Support ad hoc operational and strategic tasks as needed
  • Provide general high-level administrative assistance

Scope Flexibility (Important)

This is a pooled role. While the core responsibilities above remain consistent, specific tasks, tools, and workflows may vary depending on the client you are assigned to. You may be placed in roles supporting:

• A business owner directly
• A founder or executive team
• A leadership function within a growing organization

Candidates who demonstrate strong performance may also be considered for more specialized or senior operational roles over time. Once matched, you will be onboarded into a specific client environment with a clearly defined scope of work, tools, and expectations aligned to their business needs. Depending on client requirements and role allocation, some placements may operate on reduced or adjusted weekly hours. Final workload and schedule will be confirmed during client matching and onboarding.

Qualifications

• Proven experience in executive assistant or high-level administrative support roles
• Strong organizational and time management skills
• Excellent written and verbal communication
• Ability to manage confidential information with discretion
• Experience supporting executives or senior leaders is highly preferred
• Strong problem-solving and prioritization skills

Requirements

• Tech Stack Familiarity (Preferred)
  • Google Workspace / Microsoft Office
  • Calendar management tools
  • Project management tools (Asana, ClickUp, Trello, Notion)
  • Communication tools (Slack, Zoom, email platforms)
  • Basic CRM familiarity is a plus

Work Ethic

• Proactive and anticipates needs before being asked
• Highly reliable with strong follow-through
• Calm, structured, and organized under pressure
• Strong ownership and accountability mindset
• Professional, discreet, and trustworthy

Client-Specific Requirements

Each client may have specific tools, workflows, and experience preferences. We carefully match candidates based on their strengths and background, and will align with you prior to any client endorsement to ensure a strong fit.