Virtual Executive Assistant

About the Role

We are seeking a proactive, highly organized Virtual Assistant with at least 4+ years of VA experience to drive administrative and operational support.

This role is designed for an “update-first” self-starter—someone who takes high-level goals, runs with them independently, and keeps leadership informed with clear, structured updates without needing micromanagement or step-by-step direction.

Key Responsibilities1. Outreach & Pipeline Management (Initial Focus)

• Freelance & Mentorship Outreach: Research and identify prospective UX clients; scout platforms and professional communities for high-potential mentorship opportunities; maintain meticulous outreach trackers.
• Conference & Speaking Opportunities: Identify relevant tech conferences, panels, and industry events; track submission deadlines, speaker application criteria, and organizer contact details.
• Calendar & Scheduling: Coordinate interviews, networking calls, and meetings across time zones, ensuring seamless Google Calendar integration without scheduling conflicts.
• AI-Assisted Efficiency: Utilize basic AI tools (Claude, ChatGPT) to summarize research, structure data, and draft initial outreach communications (basic prompting comfort required; orientation provided).

2. Operational & Strategic Support (Expanded Responsibilities)

• Vendor & Product Sourcing: Research and evaluate clothing manufacturers, apparel printers, and fabric suppliers based on precise specifications.
• Digital Product Launch Admin: Assist with digital asset QA, link verification, software setup research, and maintaining launch documentation.
• Personal & Event Logistics: Handle targeted administrative tasks including travel research, gift sourcing, and event planning.

Requirements & Qualifications

• Experience: Minimum 4+ years of proven Virtual Assistant experience handling operations, outreach, or executive support.
• Work Preference: Flexible options available for either Part-Time (20 hrs/wk) or Full-Time (40 hrs/wk).
• Proactive Communication: Exceptional “update-first” communicator who delivers structured status updates without prompting.
• Self-Direction: Strong problem-solving ability to take open-ended directives, ask key upfront questions, and execute end-to-end.
• Attention to Detail: Meticulous approach to managing spreadsheets, databases, and trackers.
• English Proficiency: Top-tier written English with a professional, warm, and articulate communication style.

Tech Stack & Skills

• Core: Google Workspace (Gmail, Calendar, Drive, Sheets).
• Project Management: Notion, Airtable, or Asana.
• AI Tools: Basic familiarity or strong willingness to integrate Claude/ChatGPT into daily workflows.
• Nice-to-Have (Bonus): Interest or experience in basic Figma or Design Ops tools.

Benefits:

• Additional leave
• Company events
• Flexible schedule
• Opportunities for promotion
• Pay raise
• Work from home

Experience:

• Virtual Assistance: 4 years (Required)
• Notion: 2 years (Preferred)
• Asana: 2 years (Preferred)
• Google Workspace: 2 years (Preferred)
• Airtable: 2 years (Preferred)

Work Location: Remote