Virtual Executive Assistant

Why Work with EO Staff

EO Staff is a Virtual Assistant agency that empowers entrepreneurs, executives, and fast-growing teams with top-tier remote support. Our rigorous vetting process ensures we match clients with high-performing assistants who are proactive, reliable, and skilled reducing onboarding time and minimizing turnover.

Role Overview

We are looking for a proactive and detail-oriented Virtual Assistant (VA) to provide high-level administrative support to the CEO. This role is essential in managing the daily operations of the CEO's office, ensuring tasks are completed efficiently, and communication flows smoothly. The ideal candidate will possess excellent organizational, communication, and problem-solving skills, along with the ability to handle a variety of tasks simultaneously. They will act as the CEO's right hand, anticipating needs, streamlining workflows, and contributing to key business functions, including calendar management, research, and bookkeeping.

Responsibilities:

Email & Calendar Management:

• Efficiently manage email correspondence and schedule appointments using tools like Apple Mail, Outlook, and Google Drive.

SOP and Playbook Creation:

• Develop and maintain Standard Operating Procedures (SOPs) and organizational playbooks to ensure consistent processes.

Project Management & Coordination:

• Support ongoing projects by tracking timelines, deliverables, and dependencies.
• Coordinate with internal and external stakeholders to ensure progress.
• Provide regular project updates and identify areas for improvement.

Research:

• Conduct competitive analysis and market growth research, providing insights and recommendations to the CEO.

CRM Management:

• Maintain and update CRM records with accurate client and lead information.
• Track communications, follow-ups, and deal progress within the system.
• Organize data to support reporting, analytics, and performance tracking.
• Ensure consistency and data integrity across all client records.

Basic Bookkeeping:

• Verify financial statements, reconcile packing slips, and provide basic financial management support.

Social Media Campaign Management:

• Assist in managing social media platforms, creating and scheduling contents, engaging with audiences, updating LinkedIn accounts, etc.
• Organize and maintain file systems for easy access and retrieval of important documents.

Vendor Management:

• Coordinate and manage relationships with vendors, ensuring smooth operations.

Lead Follow-up:

• Conduct timely follow-ups with leads via phone calls, emails, or text messages.
• Confirm interest, answer inquiries, and nurture leads through consistent communication.
• Schedule appointments or demos based on client availability and readiness.
• Track lead interactions and update CRM or tracking tools accurately.

Customer Service:

• Respond to client inquiries promptly and professionally.
• Provide accurate information and ensure timely resolution of requests.
• Maintain positive client relationships through clear, proactive communication.
• Record and track interactions to support continuous improvement.

File and Records Management:

• Organize and maintain file systems for easy access and retrieval of important documents.

General Administrative & Ad Hoc Tasks:

• Prepare daily or weekly reports summarizing completed tasks, priorities, and project updates.
• Assist with data entry, document preparation, and file organization.
• Coordinate meetings, take notes, and ensure follow-ups are completed.
• Support ad hoc requests, special projects, and operational needs as assigned.
• Maintain accurate records and ensure timely completion of administrative duties.

Personal Assistance:

• Manage personal errands, including booking flights, hotels, and transportation.
• Coordinate travel itineraries and assist with essential orders (e.g., groceries, supplements).
• Schedule and prioritize personal appointments alongside business tasks.
• Handle confidential matters with discretion and professionalism.

Key Performance Indicators:

• The client's time is protected and focused only on high-value, growth-driving work.
• Tasks, schedules, and projects run smoothly without constant direction.
• Needs are anticipated before they become problems.
• Workflows are simpler, faster, and free of obstacles.
• The client feels supported, less stressed, and confident their priorities are handled.
• The business grows with more clients, stronger systems, and higher revenue as a result of both the client's focus and the VA's proactive contributions.

Qualifications:

• Proven experience as an Executive Assistant or in a related administrative, operations, or leadership role (e.g. Team Lead, Supervisor, Operations Manager).
• For those with VA experience: 35 years of experience preferred.
• For those without VA experience: at least 3 years in leadership, administrative, or project management.
• Ability to anticipate needs, think critically, and offer solutions without constant supervision.
• Strong proficiency in Microsoft Office Suite (Excel, PowerPoint, Word), Google Workspace, and email management tools such as Apple Mail or Outlook.
• Excellent written and verbal communication skills; familiarity with business communication platforms (e.g. WhatsApp, iMessage, Facebook Messenger).
• Demonstrated ability to manage multiple priorities, stay organized, and meet deadlines.
• Experience with bookkeeping tools (QuickBooks, Xero, or similar) is a plus but not required.
• Proven ability to create and document SOPs or workflows for efficiency.
• Strong problem-solving skills with a proactive, ownership-driven mindset.
• Reliable tech setup with stable internet, backup connection, and power source.

You're a Great Fit If You:

• Take ownership of your work and find fulfillment in helping leaders stay focused on growth
• Are resourceful and proactive, often spotting needs or solving problems before being asked
• Adapt quickly to new tools, systems, and workflows, embracing change with curiosity
• Communicate with clarity, professionalism, and confidence, whether through email, chat, or meetings
• Thrive in a remote environment, managing your time and priorities with discipline and accountability
• Value continuous learning and enjoy improving processes, systems, and workflows
• Build genuine relationships with clients, understanding their goals and anticipating how to best support them
• Are socially savvy comfortable engaging in online communities and social media groups to help spark business growth

Time Commitment:

• Full-time position with remote work setup
• 8am - 5pm EST
• Monday - Friday 40 hours per week

What You'll Get

• Salary starts at 40k, depending on skills and experience.
• 13th Month Pay
• Performance-based incentives
• 100% Remote work setup
• Opportunity to work with a high-growth team and industry leader

Our Hiring Process

• Shortlisted candidates will be contacted within 35 business days.
• Interview with the Recruiter
• Interview with the Hiring Manager
• Job Offer

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