[Hiring] Virtual Executive Assistant @Job Duck

Role Description

Join Job Duck as a Virtual Executive Assistant and play a key role in supporting a fast-growing business law practice. In this position, you will serve as the right hand to a busy executive, ensuring daily operations run smoothly, priorities stay on track, and important details never fall through the cracks. You will manage schedules, coordinate communications, prepare materials, organize information, and provide proactive administrative support that helps drive business success. The ideal candidate thrives in a dynamic environment, remains calm through periods of growth and change, and is confident working with direct communication styles while maintaining professionalism and focus. If you are highly organized, detail-oriented, resourceful, and enjoy solving problems before they become issues, this opportunity offers meaningful impact and professional growth.

• Monthly compensation range: 1060 USD to 1150 USD

Responsibilities include, but are not limited to:

• Anticipate administrative needs and proactively implement solutions
• Track action items and follow ups from meetings and conversations
• Monitor ongoing projects, priorities, and deadlines to ensure nothing falls through the cracks
• Coordinate scheduling activities through Calendly and related platforms
• Maintain and coordinate the executive's calendar, preventing scheduling conflicts and ensuring appointments are accurately managed
• Generate and compile reports as requested
• Manage and update information within MyCase and other business systems
• File, organize, and maintain digital documents and records
• Book and coordinate business travel arrangements, accommodations, and itineraries
• Serve as a key point of coordination between the executive and internal or external stakeholders
• Prepare documents, reports, presentations, and supporting materials for meetings and business activities
• Schedule internal and external meetings and distribute necessary meeting materials
• Manage and organize the executive's inbox, ensuring timely responses and follow up on critical communications

Qualifications

• 2-3 years of experience as an Executive Assistant, Administrative Assistant, Virtual Assistant, or similar support role
• Experience managing executive calendars and inboxes
• Experience coordinating meetings, travel arrangements, and business documentation
• Experience working in fast-paced and evolving environments preferred
• Strong organizational and time management skills
• Ability to manage multiple priorities simultaneously
• Comfortable working independently with minimal supervision
• Ability to maintain confidentiality and professionalism
• Reliable internet connection and dedicated workspace

Requirements

• Software & Tools: MyCase, OpenPhone, Microsoft Office Suite, Microsoft Outlook, Microsoft Excel, OneDrive, Calendly
• Executive Support
• Calendar Management
• Email Management
• Meeting Coordination
• Travel Coordination
• Document Preparation
• Document Management
• Records Management
• Report Generation

Work Shift

• 8:00 AM - 5:00 PM [PST][PDT] (United States of America)

Languages

• English
• Spanish

Application Process

Ready to dive in? Apply now and make sure to follow all the instructions! Our application process involves multiple stages, and submitting your application is just the first step. Every candidate must successfully pass each stage to move forward in the process. Please keep an eye on your email and WhatsApp for the next steps. A recruiter will be assigned to guide you through the application process. Be sure to check your spam folder as well.