Executive Virtual Assistant – Executive Support, Coordination, LinkedIn Outreach

Job Description:

  • Provide day-to-day virtual executive and administrative assistance to the client
  • Organize and coordinate the client's schedule, commitments, meetings, and appointments
  • Prepare the client for upcoming meetings and commitments
  • Follow up on action items, important requests, emails, and outstanding matters
  • Monitor, organize, prioritize, and manage email correspondence
  • Respond to routine emails on the client's behalf where appropriate
  • Identify sensitive or important emails and escalate them appropriately
  • Coordinate directly with clients and stakeholders primarily through email
  • Represent the client during meetings or attend meetings on his behalf when required
  • Take meeting notes, document action items, communicate follow-ups, and track commitments
  • Create and assist with professional presentations and business documents
  • Prepare materials for meetings, coaching sessions, consultations, presentations, and other professional engagements
  • Use AI tools to research, organize, summarize, and develop presentation content
  • Coordinate payment and receivables administration, track outstanding receivables, maintain records, and follow up when instructed
  • Escalate payment issues and sensitive financial matters to the client
  • Assist with LinkedIn activities and conduct prospect and contact research using LinkedIn Sales Navigator
  • Identify prospects, potential clients, business contacts, and leads
  • Build and maintain prospect lists
  • Conduct LinkedIn outreach and follow-ups
  • Track outreach activities, responses, and communications
  • Research potential clients, organizations, decision-makers, and professional contacts
  • Support lead generation and maintain a consistent outreach pipeline
  • Provide occasional support for the client's LinkedIn presence, including research, engagement, outreach, follow-up, and content coordination
  • Use ChatGPT and Claude for research, drafting, summarization, brainstorming, presentations, email improvement, and administrative support
  • Use AI responsibly while verifying information and applying human judgment

Requirements:

  • Previous experience as an Executive Assistant, Virtual Executive Assistant, Personal Assistant, Administrative Assistant, or similar role
  • Strong written and verbal English communication skills
  • Excellent email writing and professional communication skills
  • Strong organizational and time-management abilities
  • Ability to manage calendars, meetings, emails, and multiple priorities
  • Strong attention to detail
  • Ability to work independently with minimal supervision
  • Proactive approach to identifying and completing tasks
  • Ability to communicate professionally with clients and business stakeholders
  • Experience with LinkedIn and LinkedIn Sales Navigator
  • Experience in lead generation and outreach
  • Comfortable creating or assisting with professional presentations
  • Comfortable using AI tools, particularly ChatGPT and/or Claude
  • Ability to handle confidential and sensitive business information professionally
  • Strong follow-up and coordination skills
  • Preferred: previous experience supporting a C-level executive, founder, consultant, coach, entrepreneur, or senior professional
  • Preferred: experience in HR, recruitment, executive coaching, consulting, leadership development, or professional services
  • Preferred: experience with LinkedIn prospecting and B2B outreach
  • Preferred: experience with lead generation for consulting or professional services businesses
  • Preferred: experience preparing presentations for executives or clients
  • Preferred: familiarity with CRM, project management, calendar, or productivity tools
  • Preferred: experience coordinating meetings on behalf of senior executives
  • Ability to learn new tools, systems, and processes quickly
  • Strong analytical and critical-thinking skills
  • Strong problem-solving, decision-making, logical reasoning, and judgment abilities
  • Ability to handle complex or unfamiliar tasks with minimal guidance
  • Ability to use AI tools intelligently while maintaining confidentiality, accuracy, and human verification

Benefits:

  • Flexible working schedule
  • Minimum commitment of 10 hours/week (approximately 2 hours per day)
  • Ongoing engagement rather than a one-off project
  • The client does not require the VA to strictly match his time zone
  • Flexible working arrangements based on agreed deliverables and responsibilities
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