Executive Assistant / Virtual Assistant Job Description

Overview

We are seeking a highly organized, proactive, and tech-savvy Executive Assistant (EA) / Virtual Assistant (VA) to support our growing organization. This role requires someone who is reliable, detail-oriented, and adaptable, with excellent communication skills and the ability to manage multiple tasks simultaneously.

This is a primary role for someone looking for long-term growth within the organization. While the EA will have designated working hours, they must also be available for additional hours if needed and be open to receiving voice notes and text messages at any time. They will not be expected to respond or act on them immediately unless urgent, but they must review them first thing in the morning during their workday.

Key Responsibilities

Administrative & Scheduling Support

? Manage and schedule appointments, meetings, and global speaking engagements, social media platforms uploads, newsletter.
? Organize and maintain multiple calendars across platforms, including:
- ? Mac-based (iCloud Calendar)
- ? Windows-based (Outlook Calendar)
- ? Google Calendar
- ? iOS calendar apps
? Handle email correspondence professionally and efficiently.
? Coordinate and organize travel arrangements for international events.
? Create and manage Google Meet meetings, calendars, Zoom meetings or
others, ensuring proper scheduling and invitations.
Podcast & Media Coordination

? Manage invitations for podcast guesting and coordinate scheduling.
? Track and respond to podcast invitations for you to appear as a guest.
? Work with social media, PR, and business teams to promote podcast episodes.
? Ensure all podcast-related communication is organized and timely.

Speaking Engagement & Presentation Support

? Create professional PowerPoint presentations (or similar) for global speaking engagements.
? Format and design visually appealing slides with clear messaging.
? Research and compile relevant industry insights for presentations.
? Assist in organizing conference materials and speaker notes.
? Follow up with event organizers to confirm schedules, logistics, and deliverables.
Affiliate & Business Relationship Management

? Manage affiliate relationships and track performance metrics.
? Maintain affiliate agreements, payments, and collaborations.
? Coordinate with brands and partners for sponsorships and collaborations.
Project & Task Coordination

? Use Trello, Repurpose.io (or similar project management tools) for task tracking and workflow organization.
? Manage and organize Google Sheets, Excel spreadsheets, and databases.
? Ensure smooth coordination between different projects and deadlines.
Technical Proficiency

? Microsoft Office Suite (PowerPoint, Excel, Word, Outlook) or similar.
? Google Workspace (Docs, Sheets, Slides, Meet, Drive, Calendar) or similar.
? Zoom & Google Meet (or similar virtual meeting platforms).
? JotForm, Typeform (or similar form creation software).
? CANVA: create template, presentations, posts, etc
? ChatGPT (or similar AI tools) for research, content drafting, and automation.
? Pinterest uploading
? LinkedIn for professional networking and content posting.
? iCloud and iPhone proficiency, including file transfers and media management.
? Ability to work on both Windows and iMac systems.
? Must be a quick learner and able to adapt to new software programs quickly.

Ideal Candidate Profile

? Highly organized, proactive, and takes initiative.
? Tech-savvy with a strong digital platform and administrative skills.
? Able to work remotely, check in regularly, and stay on top of tasks.
? Strong communication skills and ability to represent you professionally.
? Primary commitment: Seeking candidates who view this role as their main job
and want to grow with the organization.
? Flexible availability: While there are designated work hours, the EA must be open
to occasional additional hours when needed.
? Must be able to trouble shoot and learn new platforms quickly.
? Must be comfortable receiving voice notes and texts at any time, even if they are
reviewed and handled during work hours if not urgent.
Confidentiality & Security

? Must not be currently working with, engaged in, or aspiring to work in the same industry (including as an influencer, biohacker, or life coach).

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