[Hiring] Virtual Executive Assistant @VaVa Virtual Assistants

Role Description

This is an independent contractor (1099) position. VaVa contractors are responsible for managing their own taxes, benefits, and business expenses.

We are looking for a skilled Executive Assistant who can own the client relationship and deliver back-office support that makes an immediate, tangible difference. In this role, you will serve as the operational backbone for clients who need a reliable, proactive partner to take work off their plate and handle it with precision. Self-motivation and professional discipline are foundational here, because our clients will look to you as a trusted extension of their business.

Beyond your client work, you will be part of a contractor community that genuinely invests in one another's success. Regular calls with clients and fellow contractors keep you connected to the broader VaVa team, and every interaction is an opportunity to reflect our mission, vision, and values.

Expectations

• Represent VaVa Virtual Assistants in a Positive and Professional Manner
  • Demonstrate a strong work ethic and positive attitude in every client interaction
  • Ensure all communication reflects VaVa's standards of professionalism and care
  • Actively contribute to a thriving contractor culture by embracing VaVa's values
• Take Ownership of Client Satisfaction
  • Manage day-to-day client account activities with reliability and attention to detail
  • Anticipate client needs before they are stated, and communicate progress consistently
  • Handle challenges independently without allowing quality to slip or client confidence to waver
  • Maintain awareness of engagement hours and flag early when adjustments may be needed

Responsibilities

• Manage client inboxes by prioritizing and filtering messages, drafting responses, and ensuring nothing falls through the cracks
• Coordinate complex calendars across time zones, including scheduling meetings, sending reminders, and resolving conflicts proactively
• Plan and execute logistics for virtual and in-person meetings, conferences, and events
• Prepare presentations, reports, and supporting materials that are polished and ready without requiring significant client revision
• Conduct research on topics, vendors, tools, or competitors and deliver findings in a clear, usable format
• Draft, proofread, and edit correspondence across email, documents, and other communication channels on behalf of the client
• Maintain and update CRM systems, ensuring contact records, notes, and follow-up tasks reflect current and accurate information
• Handle sensitive and confidential information with discretion at all times
• Anticipate client needs based on patterns and context, surfacing tasks or potential issues before they are asked about
• Collaborate with fellow VaVa contractors when projects benefit from shared support or specialized expertise
• Manage administrative tasks across tools such as Google Workspace, Microsoft 365, project management platforms, and scheduling software
• Communicate proactively with the client about task status, deadlines, and any obstacles that could affect delivery
• Support travel planning and coordination, including itineraries, bookings, and contingency management when plans change
• Handle additional administrative requests as they arise, with flexibility and a solutions-oriented approach

Qualifications

• Must reside and be authorized to work in the United States
• At least 3 years of demonstrated experience in an executive or administrative support role, including direct support to at least one executive
• At least 1 year of experience working full-time in a virtual or remote capacity
• Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients

Technical Qualifications

• Must Have
  • Proficiency in Google Workspace and Microsoft Office
  • Confident daily use of Slack and Zoom
  • Working experience with at least one CRM tool
  • Working experience with at least one project management platform such as Trello, Asana, ClickUp, Notion, or Monday.com
  • Demonstrated ability to manage high-volume inboxes and complex calendars remotely
  • Experience coordinating travel arrangements
  • General AI literacy and comfort using AI tools
• Preferred
  • Experience facilitating or supporting virtual webinars
  • Familiarity with scheduling tools such as Calendly
  • Exposure to workflow automation tools such as Zapier

Education

• A degree is not required. Demonstrated competency and consistent professional growth will always carry more weight than a credential alone.
• Candidates without a degree should hold at least one relevant certification, such as an administrative professional certification, Google Workspace certification, or equivalent.
• A commitment to continued learning is an expectation of this role.