Executive Assistant • Virtual Assistant

About the Client: Our client is a high-level executive managing multiple companies and a fast-paced schedule filled with meetings, strategy sessions, and daily operations. He is seeking an exceptional Executive Assistant who can bring structure, clarity, and proactive support to his busy workday. Position Overview: The Executive Assistant will act as the primary point of coordination for the CEO, ensuring that daily priorities, meetings, and projects run seamlessly. This role requires excellent organizational and communication skills, strong critical thinking, and the ability to work independently while maintaining absolute confidentiality. Key Responsibilities: ● Calendar Management: Strategically organize, prioritize, and maintain the CEO’s schedule to maximize productivity and minimize conflicts. ● Meeting Coordination: Prepare agendas, manage meeting logistics, and document Minutes of the Meeting (MOM) and follow-ups through Microsoft Teams (HIPAA-compliant). ● Task & Project Tracking: Maintain and monitor to-dos and ensure timely completion of all action items. ● Communication Oversight: Draft, proofread, and manage correspondence with professionalism and accuracy. ● Operational Support: Handle day-to-day administrative tasks, scheduling requests, and information flow between internal and external stakeholders. ● Follow-Through: Anticipate needs, track commitments, and ensure deliverables are completed on time. ● System Efficiency: Utilize technology tools to streamline processes and improve coordination. Qualifications: ● Proven experience as an Executive Assistant or Operations Support to a C-level executive. ● Strong critical thinking and decision-making skills with a proactive, solutions-oriented approach. ● Advanced proficiency in Microsoft Teams, Outlook, and other collaboration or task management tools. ● Excellent English communication skills — written and verbal. ● Highly organized, adaptable, and detail-oriented. ● Must have a reliable internet connection and backup power source (generator) to ensure consistent performance. ● Ability to work in Eastern Standard Time (EST). Preferred Qualities: ● Experience managing complex executive calendars and high-volume meetings. ● Familiarity with HIPAA-compliant systems and data handling. ● Self-starter who thrives in fast-paced, dynamic work environments. ● Professional, dependable, and capable of handling sensitive information with discretion. Work Setup: ● Remote ● Schedule: EST ● Tools Used: Microsoft Teams, Outlook, Google Workspace, and task management platforms Originally posted on Himalayas