[Hiring] Virtual Executive Assistant @Valenta AI

Role Description

The Virtual Executive Assistant will provide high-level administrative support to multiple members of the leadership team in a fully remote environment. This role is ideal for someone highly organized, proactive, and capable of managing competing priorities with professionalism and efficiency. The Executive Assistant will play a key role in coordinating meetings, supporting onsite events, and ensuring smooth day-to-day operations across departments.

• Scheduling & Meeting Coordination
  • Manage complex calendars and schedule internal and external meetings for leadership team members.
  • Prepare agendas, take meeting minutes, and track action items to completion.
  • Coordinate meeting logistics, including virtual and in-person setup.
• Team Onsite & Event Support
  • Plan and coordinate team onsite events, including booking hotel blocks, meeting spaces, and team dinners.
  • Oversee event logistics to ensure all details are executed seamlessly.
• Administrative and Accounts Payable Support
  • Provide administrative assistance to the Finance department, including vendor communication and invoice processing.
  • Support HR activities such as interview scheduling and coordination.
  • Process expense reports accurately and on time.
• Traditional Executive Assistant Duties
  • Manage correspondence, emails, and phone communications with internal and external stakeholders.
  • Maintain organized records and files, both digital and physical.

Qualifications

• 5+ years of experience as an Executive Assistant, including experience in a virtual environment.
• Proven ability to manage multiple priorities and projects simultaneously.
• Excellent written and verbal communication skills.
• Demonstrated professionalism and discretion when handling sensitive information.
• Ability to work assigned hours across EST/CST time zones.

Requirements

• Proficiency in Google Suite (Gmail, Sheets, Slides) and virtual collaboration tools (e.g., Zoom, Slack).
• Experience with accounts payable (entering invoices and collecting W-9’s), ideally with experience in Ramp or Bill.com accounts payable tools.
• Strong organizational and problem-solving skills.
• Detail-oriented with a high level of accuracy.
• Ability to work independently while maintaining strong collaboration with team members.
• Comfortable operating in a fast-paced, dynamic environment.