Executive Virtual Assistant
Job Type: Full-Time
Work Hours: Monday to Friday, 8:00 AM to 4:30 PM Pacific Time, with a 30-minute break
Salary: $1200 per month
Job Overview:
We are seeking a highly organized, proactive Executive Virtual Assistant to provide comprehensive support to a senior industry leader across both a consulting practice and a creative music career. This role is ideal for someone who thrives in a fast-paced, dynamic environment and enjoys balancing strategic business support with creative coordination.
The Executive Virtual Assistant will act as a trusted right hand, managing day-to-day operations, scheduling, communications, and project coordination. This position offers a unique opportunity to gain exposure to multifamily operations, PropTech, and consulting work, while also supporting initiatives within the music industry. The ideal candidate is detail-oriented, resourceful, and comfortable handling multiple priorities with discretion and professionalism.
Consulting & Business Operations Responsibilities
Social Media & Content Management
- Manage LinkedIn content calendar following established weekly posting strategy
- Schedule and publish content across platforms using Dripify and other automation tools
- Monitor engagement and flag opportunities for relationship building
Podcast Scheduling & Coordination
- Schedule and coordinate guest appearances for PropTech Pulse (multifamily PropTech) and Purpose Built (personal transformation) podcasts
- Manage guest outreach, confirmations, and pre-interview logistics
- Coordinate recording schedules and send calendar invitations
- Prepare guest briefing materials and episode outlines
- Track episode pipeline and maintain production calendar
- Coordinate podcast promotion across social channels for all shows
Speaking & Workshop Development
- Research and apply to speaking opportunities at industry conferences (NMHC, NAA, Apartmentalize, regional events)
- Track submission deadlines, requirements, and follow-up communications
- Promote and book workshops, managing logistics and attendee communications
- Coordinate The Diplomat's Table quarterly executive events
CRM & Client Nurturing
- Maintain CRM database with accurate contact information and engagement history
- Execute nurturing sequences for prospects across six LinkedIn outreach lanes
- Schedule discovery calls via Calendly Professional
- Prepare briefing documents for client meetings
Administrative & Financial
- Manage calendar and scheduling using Microsoft Outlook
- Prepare and send monthly client invoices
- Track accounts receivable and follow up on outstanding payments
- Compile monthly business reports and KPI tracking
- Handle email correspondence and prioritize inbox
Website & Digital Platform Management
- Coordinate website design and development projects with designers/developers
- Manage website content updates, blog posts, and landing pages
- Set up and maintain virtual training platform (course uploads, user management, content organization)
- Manage ecommerce platform for workshops, courses, and digital products
- Monitor platform performance, troubleshoot issues, and coordinate technical support
- Track enrollment, sales metrics, and customer inquiries
Music Career Responsibilities
- Schedule and coordinate guest appearances for House Call music podcast
- Manage guest outreach, confirmations, and recording logistics for House Call
- Manage social media presence and content calendar for music brand
- Research and submit tracks to record labels and A&R contacts
- Submit songs to playlist curators (Spotify, Apple Music, etc.)
- Coordinate release promotion campaigns for new tracks
- Track streaming metrics and engagement across platforms
- Research marketing opportunities and music industry events
Required Qualifications:
- 7+ years experience as an Executive Assistant, Virtual Assistant, or in a marketing/communications support role
- Bachelor's degree in Marketing, Communications, Public Relations, or related field preferred
- Exceptional organizational skills with strong attention to detail
- Proficiency with LinkedIn, social media scheduling tools, and CRM platforms
- Experience with website content management systems (WordPress, Squarespace, or similar)
- Familiarity with online course platforms (Thinkific, Teachable, Kajabi) and/or ecommerce tools
- Strong written and verbal communication skills with professional polish
- Demonstrated ability to manage multiple projects and priorities simultaneously
- Self-starter who anticipates needs, takes initiative, and operates with minimal supervision
- Experience coordinating podcasts, media appearances, or content production
Preferred Qualifications:
- Experience supporting executives in professional services, consulting, or thought leadership roles
- Familiarity with real estate, PropTech, or B2B industries
- Background in music industry marketing, artist management, or entertainment
- Experience with invoicing, basic bookkeeping, or accounts receivable
- Knowledge of conference speaking circuits and event promotion
Note: An NBI or police clearance will be required upon acceptance of the job offer.
