Executive Virtual Assistant with Strategic Planning Focus

___ Job Summary:

We are seeking an Executive Virtual Assistant to provide comprehensive remote support to two senior executives. This multifaceted role combines traditional executive assistant responsibilities with strategic planning, including goal setting and establishing Objectives and Key Results (OKRs).
The ideal candidate will excel in a range of tasks from administrative management to strategic support, ensuring the executives’ efficiency and effectiveness in both their professional and personal endeavors.

___ Key Responsibilities:

• Daily Planning and Timeboxing: Must possess the ability to effectively plan each day for the executives, focusing on timeboxing high-priority tasks. The assistant will play an active role in ensuring that these tasks are not only scheduled but also completed. This involves providing necessary support within reason, which may include preliminary research, preparation of materials, coordination with other team members, and direct assistance with the tasks themselves. The goal is to facilitate a structured and efficient workflow, allowing the executives to maximize productivity and focus on critical aspects of their work.
• Task Assignment and Delegation Support: The Executive Virtual Assistant should have the capability to assist in identifying tasks that are suitable for delegation and help in assigning these tasks to the appropriate staff members. This includes assessing the workload, priorities of the executive, and the skill sets of available team members. The assistant should provide recommendations on delegation strategies, ensuring an efficient distribution of tasks that aligns with the team’s capabilities and the executives’ needs. The goal is to optimize team performance and productivity, enabling the executive to focus on high-level responsibilities and decision-making.
• Meeting Management: Attend meetings, take detailed notes, compile action items, and ensure follow-up and execution.
• Project Tracking: Monitor the progress of various projects, ensuring alignment with set goals and deadlines.
• Expertise in Microsoft Tools: Proficient in Microsoft Planner, Microsoft To Do, and spreadsheets for task management, organization, and data analysis.
• Document Preparation and Management: Draft, organize, and manage important documents, reports, and presentations. Maintain organized file directories and OneNote.
• Communication Management: Oversee email correspondence and texts, ensuring efficient communication.
• Online Research and Sourcing: Conduct research for services, products, and travel arrangements, leveraging negotiation skills.
• Strategic Planning Assistance: Assist in setting long-term and short-term goals, establishing and tracking OKRs.
• Healthcare Management: Oversee prescription refills and healthcare appointments.
• Travel Planning: Coordinate travel arrangements for business and personal trips, including logistics and itinerary management.
• Dining and Social Arrangements: Research and select top restaurants and make reservations.
• Calendar Guardianship: Maintain and oversee the executives’ calendars, managing appointments and commitments.
• Cost Management: Help keep costs down by canceling unused subscriptions and tracking basic expenses.
• Security Oversight: Clear out spam, mark junk emails, and prevent phishing attacks.
• Recommendations and Contributions: Suggest systems to keep the executives on track and contribute to the organization by understanding its operations.

___ Skills and Requirements:

– Experience with Microsoft Office Suite, particularly Planner, To Do, and Excel.
– Capability to manage multiple projects and tasks with attention to detail and organization.
– Skills in data management and analysis using spreadsheets.
– Strong problem-solving abilities and independent decision-making skills.
– Familiarity with CRM systems for customer and client management.
– Experience with virtual collaboration tools like Microsoft Teams.
– Knowledge of financial management and budgeting.
– Ability to handle social media management and basic digital marketing tasks.
– Flexibility to adapt to different time zones and schedules.

___ Desirable Skills:

– Proficient English speaker. Spanish is a plus.
– Good financial budgeting capabilities
– Quick adaptability to new tools and software relevant to strategic planning and administrative tasks.

This position is ideal for a detail-oriented, tech-savvy professional who excels in a dynamic remote work environment. If you are a highly organized individual passionate about supporting executive needs and skilled in strategic planning and project management, we encourage you to apply for this rewarding role.

___ To Apply:

Reply with subject line Executive VA – [complete name], include a description of your experiences as VA. Send us a link to your resume. A plus include a video of yourself describing your experiences and aspirations.