[Hiring] Virtual Executive Assistant @Supplied Talent

Role Description

We are seeking an exceptional Virtual Executive Assistant to provide high‑level, proactive support to the Founder of our company. The Founder manages multiple strategic initiatives and travels frequently across time zones, making this role critical to ensuring seamless operations, strong communication flow, and disciplined time management.

This position is ideal for a resourceful, highly organized, and forward‑thinking professional who thrives in fast‑moving environments. You will serve as the Founder’s central coordination point—managing complex scheduling, communications, meeting preparation, and administrative projects with precision and discretion.

Candidates located in Europe are strongly preferred to ensure optimal overlap with the Founder’s schedule.

Key Responsibilities

• Executive Scheduling & Calendar Management (40%)
  • Manage a complex, ever‑changing calendar across multiple time zones
  • Schedule meetings, travel appointments, and speaking engagements
  • Anticipate time zone constraints, travel needs, and workflow bottlenecks
  • Strategically prioritize time with buffers, focus blocks, and preparation windows
• Email, Communications & Correspondence (20%)
  • Triage, draft, and manage email communication on behalf of the Founder
  • Maintain a consistent, polished communication style
  • Track follow‑ups and ensure timely responses
  • Act as the primary liaison with internal and external stakeholders
• Meeting Preparation, Agendas & Follow‑Up (15%)
  • Prepare agendas, briefing documents, and weekly planning materials
  • Attend meetings when requested to capture notes and action items
  • Track deliverables and ensure follow‑through
  • Ensure the Founder is fully prepared for every meeting, call, or trip
• Administrative Projects & Executive Support (20%)
  • Support research, administrative tasks, and project coordination
  • Assist with document editing, data entry, and information organization
  • Improve systems, workflows, and processes to increase efficiency
• Travel Coordination & Logistics (5%)
  • Plan and book domestic and international travel
  • Coordinate transportation and logistics
  • Proactively adjust itineraries as changes arise

Qualifications

• 5+ years of administrative support experience
• 3+ years supporting a CEO, Founder, or C‑suite leader in a start‑up or fast‑paced environment
• Exceptional time management, communication, and prioritization skills
• Strong judgment, discretion, and ability to handle confidential information
• Highly proactive, adaptable, and comfortable shifting priorities quickly
• Tech‑savvy with strong proficiency in tools such as Google Workspace, Slack, Zoom, Notion, etc.
• Able to work independently and manage responsibilities across multiple time zones
• Must be able to work within European or Middle Eastern time zones
• Comfortable operating in a dynamic environment where priorities evolve rapidly

Who Thrives in This Role

We’re looking for a calm, solutions‑oriented operator—someone who anticipates needs before they arise, communicates with clarity, and keeps the Founder’s day running smoothly no matter how fast things move. If you’re resourceful, detail‑obsessed, and energized by supporting a high‑impact leader, you’ll excel here.