Virtual Executive Assistant

VaVa Virtual Assistants

Executive Assistant providing essential operational support to clients in a remote capacity. Managing client relations and ensuring high-quality service with a focus on productivity and organization.

Posted 7/18/2026contractRemote • 🇺🇸 United StatesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in managing client relationships and administrative tasks with a focus on reliability, attention to detail, and proactive communication. Proficient in utilizing tools like Google Workspace and CRM systems to enhance productivity and support high-touch client engagements.

Highest-signal resume keywords

Client Account ManagementGoogle Workspace ProficiencyCRM Tool ExperienceVirtual Meeting FacilitationTravel Coordination

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Administrative SupportDocument PreparationCalendar ManagementEmail ManagementResearch Skills

Soft Skills

Attention to DetailProactive CommunicationProblem-SolvingFlexibilityCollaboration

Tools & Technologies

Microsoft OfficeSlackZoomProject Management PlatformsAI Tools

Industry Keywords

Remote Work ExperienceHigh-Touch Client SupportConfidential Information HandlingLogistics PlanningTime Zone Coordination

About the role

Key responsibilities & impact

Manage day-to-day client account activities with reliability and attention to detail
Anticipate client needs before they are stated, and communicate progress consistently so clients always know where things stand
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 to sustain the level of service clients expect
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, from agenda preparation to follow-up
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, including personal, financial, and business-critical data
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

Requirements

What you’ll need

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
Proficiency in Google Workspace and Microsoft Office, with the ability to produce polished documents, spreadsheets, and presentations without client oversight
Confident daily use of Slack and Zoom, including virtual meeting setup, basic troubleshooting, and professional facilitation support
Working experience with at least one CRM tool; familiarity with a native or industry-specific system is acceptable, though broader exposure is preferred
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, across multiple time zones if needed
Experience coordinating travel arrangements, including itineraries, bookings, and last-minute changes
General AI literacy and comfort using AI tools to increase productivity, draft content, or streamline routine tasks

Benefits

Comp & perks

Regular calls with clients and fellow contractors keep you connected to the broader VaVa team
Every interaction is an opportunity to reflect our mission, vision, and values