Executive Virtual Assistant

We're seeking an Executive Virtual Assistant to support a client in the tech / software industry, a leader in storage solutions and software-defined storage. The ideal candidate will excel in calendar management, email coordination, and travel logistics while demonstrating proficiency in Outlook, Concur, Excel, and PowerPoint.

Work schedule

• 40 hours of support per week 
• Must be flexible to cover core business hours of 9am-5pm across both the Pacific (PT) and ET (Eastern Time) time zones
• Schedule might shift from time to time (between ET and PT) based on business needs.

Responsibilities

• Facilitate internal and external communication, acting as a liaison between the executive, stakeholders, and clients.
• Manage and organize the executive's calendar, including appointments, meetings, and travel arrangements.
• Set up appointments and follow-ups.
• Assist in booking travel arrangements, including flights, accommodations, and transportation.
• Pay close attention to detail, ensuring accuracy in all tasks and communications.
• Organize and coordinate events, from planning logistics to tracking attendees and scheduling.
• Track expenses using Concur, inputting and managing executive expenditures accurately.
• Utilize Excel skills, including pivot tables and simple formulas, for data organization and analysis.
• Support in creating PowerPoint presentations as needed, maintaining a high standard of visual and content quality.

Qualifications

• Proven experience as an Executive Virtual Assistant role supporting C-level executives.
• Exceptional organizational skills and effective task prioritization.
• Strong verbal and written communication skills in English.
• Proficiency in Microsoft Office Suite, Google Workspace, and virtual communication tools (e.g., Zoom, Slack).
• Ability to work independently, manage time effectively, and meet remote work deadlines.
• Strong problem-solving skills and adaptability to changing situations.
• Proficiency in Outlook, Concur, Excel (including pivot tables and formulas), and PowerPoint.
• Familiarity with travel booking systems and event coordination is a plus.
• Bachelor’s degree in Business Administration, Communications, or related field preferred.

Other requirements

Computer/laptop

Processor: Intel Core i5 or higher

RAM: 8GB or higher 

Storage: 256GB SSD or higher Operating 

System: Windows 10 or macOS 

Display: 13-inch or larger screen size with a resolution of 1920x1080 or higher 

Battery Life: Minimum of 8 hours

Internet

10 Mbps download and 5 Mbps upload

Accessories

Webcam

Noise-canceling headset with mic

Work set-up

Professional/presentable background

Quiet and distraction-free area