Executive Virtual Assistant (JOB ID: EVABD2025)

My Hero VA · Romania · $2k – $3k · posted 689mo ago

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About this role

Job Title: Executive Virtual Assistant

$1,500/mo – $2,500/mo depending on experience and capability

Role

We are hiring a high level Executive Assistant to support our client with multiple ventures across consulting, coaching, podcasting, and tech startups. The goal of this role is to create leverage by eliminating operational drag, protecting the executive’s focus time, and ensuring inboxes, calendars, and follow ups are handled seamlessly.

This is not a task-taker role. You’ll be the right hand and strategic partner to someone who’s operated at the highest levels. This requires experience, sharp judgment, and high emotional intelligence.

Your primary goals and KPIs are:

Inbox processed to zero daily with correct labeling, drafting, and escalation
Calendar accuracy above 99% with zero double bookings
All meetings have agendas, notes, and follow ups within 24 hours

Priorities:

Triage, delegate, and draft high level executive communications
Run and optimize a complex calendar across time zones and client needs
Use ClickUp to manage daily to dos, meeting actions, and project priorities

Responsibilities:

Manage inbox triage: drafting, follow ups, decision flags, and escalating what matters
Own calendar and scheduling: protect focus blocks, reschedule as needed, coordinate across time zones and multiple companies
Prep and follow through on meetings: create agendas, take detailed notes, track follow ups
Be available for short daily check-ins and longer weekly planning calls
Use AI tools for summarizing and drafting communication where appropriate

Requirements:

5+ years of experience as an Executive Assistant supporting founders, executives, or consultants
Mastery of Gmail, Google Calendar, and ClickUp
Calendar and scheduling mastery (Google Calendar, time blocking, rescheduling, calendarbridge.com)
Strong English (C1/C2) for executive level emails and client communication
Extreme ownership and follow through, with calmness and precision under pressure
Proactive, organized, anticipatory mindset. You see problems before they happen
Comfortable being EXTREMELY ORGANIZED in fast paced, dynamic environments
Ability to support across early mornings, evenings, and occasional weekends

KPIs/Results:

1. Own inbox triage: draft replies, flag decisions, chase follow-ups, and escalate only what matters

2. Own calendar: schedule, reschedule, protect focus blocks, and coordinate across multiple clients and time zones

3. Meeting and task execution: prep agendas, take notes, log actions, and ensure completion

Location

Remote — open to talent globally

Availability

Full-time — 40 hours/week. Core availability needed from 8am to 4pm US Eastern Time. Flexibility required for early morning, evening, and occasional weekend needs for travel, urgent inbox, and calendar shifts.