11991177886 [CG] Virtual Executive Assistant

About the

job :

We are looking for a smart, organized, and trustworthy executive virtual assistant to help with the founder’s business and personal life.

Directly, we’re looking for an extraordinarily detail-oriented perfectionist who works quickly and accurately.

This is a fast-paced, detail-oriented, and high-pressure role. Expect to get 100+ messages / day, many of which include tasks that must be done that day.

You'll handle the founder’s business and personal details, including travel, scheduling & maintaining calendar events, and coordination with the team.

The founder is an incredibly demanding boss, and we’re looking for someone with extreme attention to detail who enjoys negotiating deals, finding the best travel arrangements, and is fun to work with.

If you're looking for a slower role with 9-5 hours, this is NOT the role for you.

However, if you have extensive experience managing an executive or business owner’s calendar, travel, and personal affairs, this position will be very challenging and extremely rewarding.

This is a full-time, remote role of 40 hours per week. You must respond to communication in under one hour between 9 AM and 6 PM ET Monday through Friday.

In rare cases out of the company’s control, items may come up on the weekends, though the majority of the work is done Monday through Friday.

Duties and Responsibilities :

• Book all travel arrangements, including lodging, transportation, and activities, both within the United States and internationally.
• Maintain daily calendar and arrange meetings while ensuring all details are handled in a clear and organized manner.
• Assist with email inbox monitoring, including responding to partners and other business contacts. Set up inbox rules for auto sorting.
• Serve as point person for both internal and external stakeholders while acting as a gatekeeper, acting professionally and helping to focus the founder’s time.
• Assist with event planning for small team meetings, including travel arrangements, meeting rooms, dining options, and activities.
• Handle personal details such as shopping, ordering gifts, scheduling personal appointments, and maintaining household items.
• Help manage two rental condo units such as addressing tenant requests and documenting a clear process for unit turnover (move-out checklists, scheduling cleaners, etc).
• Purchase and reach out for gear samples, ensure they get shipped and arrive at our Detroit HQ, and manage online returns remotely.
• Review affiliate payments and ensure brands are paying us on time. Write polite, clear emails to collect payments when needed.
• Transcribe audio from messages and meetings to written, actionable tasks.
• Document preferences of the founder in a clear and organized manner for easy recall and automation.
• Schedule projects & tasks on Asana and ensure due dates are met.
• Help with product research to find the smallest, lightest, TSA-friendly travel gear to keep the founder's packing list up to date, ensuring it matches the founder’s taste and the brand.
• Answer occasional phone calls with Google Voice, typically regarding how to access our building for deliveries and Pack Hacker Pro Membership questions.
• Additional items as this role evolves you should enjoy change and new challenges.

Qualifications :

• At least 2+ years of experience as a Virtual Executive Assistant for an executive or business owner
• Must have experience in Asana, Slack, and WordPress
• Working knowledge in Front, Google Apps, Notion, and similar apps
• Excellent English, spelling, and grammar accurate, well-written, and well-spoken communication is a must
• Ability to manage multiple incoming requests while ensuring they are relayed or handled at the appropriate time, in the necessary order, and in the correct manner
• Ability to learn new software quickly
• Capability to set up new systems and processes to streamline business and personal functions, plus, optimize these processes as we learn more about them
• Ability to complete tasks with minimal or no guidance, providing options for how something could be done versus saying no if there isn’t a clear path at first
• Ability to work under pressure and quickly and efficiently problem solve throughout frequent interruptions
• Take on tasks with vigor speed is incredibly important being a fast typer, quick-witted, and sharp goes a long way
• Background in working for a travel gear company is a plus

Benefits :

• 2 weeks of paid vacation per year and 1 week off at the end of the year to recharge
• Philippines holiday paid time off schedule equivalent to the number of U.S.-based holidays
30+ days ago