Job description
Job Title: General Virtual Assistant
Location: Remote
Work Shift: 9:00 AM - 5:00 PM EST
Working Hours: 40 hours per week (Full-time)
Note: Applicants must be willing to provide a 1-minute introduction video as part of the application process.
Job Description:
We are seeking a proactive and detail-oriented General Virtual Assistant (GVA) to provide high-level administrative support to the Executive. This role goes beyond traditional support tasks—it requires strategic thinking, project management capabilities, and the ability to operate as a trusted partner to leadership.
The ideal candidate will bring both administrative excellence and operational insight, supporting cross-functional collaboration and contributing to the business
Key Responsibilities:
Strategic & Cross-Functional Support
- Serve as a strategic thought partner to the Executive, connecting the dots across departments and supporting operational goals.
- Assist with project coordination, follow-through, and execution across multiple functions.
- Identify areas for process improvement and proactively offer solutions.
Appointment and Schedule Management:
- Efficiently manage the Executive’s calendar, including scheduling appointments, meetings, and events.
- Address and resolve scheduling conflicts to maintain an organized calendar.
Communication Management:
Manage all forms of communication for the Executive, including phone calls, emails, and other correspondences.
Draft, edit, and proofread documents to ensure clear and effective communication with stakeholders.
Travel Arrangements:
- Plan and organize all aspects of business travel, including flights, accommodations, and transportation.
- Prepare detailed travel itineraries to ensure all arrangements are confirmed and in place.
Document Preparation:
- Create, edit, and proofread various documents, presentations, and reports.
- Compile necessary information and materials for meetings and presentations.
Information Management:
- Organize and maintain files, records, and contacts, ensuring all databases are kept up-to-date.
- Safeguard the confidentiality and security of sensitive information.
Meeting Support:
- Coordinate and schedule meetings, prepare agendas, and attend meetings to take accurate minutes.
- Summarize key points and distribute relevant materials post-meeting.
Task Prioritization:
- Assist the Executive in prioritizing tasks and managing deadlines effectively.
- Proactively identify and address urgent matters.
Confidentiality:
- Handle all confidential information with the utmost discretion.
- Maintain a high level of confidentiality in all matters related to the Executive and the organization.
Event Planning:
- Assist in the planning and coordination of events, conferences, and special projects as required.
- Ensure all logistical details are managed efficiently.
Research:
- Conduct research on various topics as requested.
- Present findings in a clear, concise, and organized manner.
Team Collaboration:
- Collaborate with other administrative professionals and team members as needed.
- Serve as a liaison between the Executive and other departments.
Strategic and Cross-functional Support:
- Contribute to strategic initiatives by supporting project planning and execution.
- Act as an operational partner, connecting multiple departments and aligning activities across teams.
- Provide high-level support beyond administrative tasks.
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- Bachelor’s degree in Business Administration, Engineering or a related field is preferred.
- Previous experience as an Executive Assistant, Project Manager or in a similar administrative role.
- High-level English proficiency (spoken and written)
- Previous experience working in EST
- Exceptional organizational and time management skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- High attention to detail and strong problem-solving abilities.
- Ability to handle confidential information with discretion.
- Excellent interpersonal skills and ability to work effectively with diverse teams.
- Reliable internet connection and a dedicated workspace for remote work.
Working Conditions:
- This is a full-time remote position.
- Flexibility in working hours may be necessary to accommodate the Executive’s schedule.
