Trabajos Remotos

Support to Senior Partners | High-Focus Administrative Role

Overview

We are seeking a highly organized, detail-driven Executive Assistant to provide dedicated administrative and executive support to two senior Partners in a fast-moving, professional services environment. This is a pure Executive Assistant role focused on calendar ownership, travel coordination, meeting preparation, and follow-through.

This position is not about working long hours, but it does require focus, structure, consistency, and a steady productive rhythm throughout the day. The ideal candidate is methodical, proactive, and comfortable owning recurring daily tasks without constant direction.

If you thrive in structured environments, enjoy bringing order to busy calendars, and take pride in reliable execution, we’d love to hear from you.

Key Responsibilities

Executive Calendar Management

• Own and manage complex calendars for two senior Partners
• Schedule internal and external meetings, confirm in-person appointments, and resolve conflicts proactively
• Coordinate meetings across multiple time zones with accuracy and foresight
• Maintain clean, well-structured calendars that allow executives to operate efficiently

Travel Coordination

• Plan and book executive travel including flights, hotels, and rental cars
• Manage itinerary details, confirmations, and last-minute changes
• Troubleshoot travel disruptions calmly and efficiently

Meeting Notes & Administrative Follow-Up

• Compile, document, and enter meeting notes accurately and on time
• Track action items and ensure follow-through
• Support ad hoc research and administrative projects, summarizing findings clearly

Team & Operations Support

• Provide occasional administrative support to the wider team as needed
• Assist with internal initiatives that require organization, documentation, or scheduling

What We’re Looking For

• 3-4+ years of experience as an Executive Assistant, Virtual Assistant, or Administrative Assistant
• Strong experience with calendar management, scheduling, and executive support
• Advanced English proficiency (C1–C2) with excellent written and verbal communication
• Tech-savvy and comfortable using:
• Google Workspace, Outlook
• Project management and productivity tools
• Copilot, Vimcal, Sanebox, DealCloud (or similar tools)
• Highly methodical and structured in how you organize your day
• Proactive and self-directed with the ability to maintain momentum without micromanagement
• Strong sense of ownership, follow-through, and professional discretion
• Reliable work-from-home setup with stable internet and personal computer

Why Join Us

• 100% remote, full-time Executive Assistant role
• Work with a professional, values-driven team that prioritizes clarity, accountability, and excellence
• Paid time off and holidays aligned with U.S. and local calendars
• Private healthcare contribution through our benefit partners
• Ongoing professional development, including executive coaching support
• A role where your organization, consistency, and reliability truly make an impact

Ready to Apply?

If you are an experienced Executive Assistant looking for a remote role that values structure, focus, and proactive support, we encourage you to apply today.

👉 Learn more about our team and culture: https://www.weremoto.com/about-us

📌 Rol: Administrative & Program Operations Virtual Assistant

🌎 Ubicación: 100% remoto (Worldwide)

💼 Tipo de Contrato: Independent Contractor | Part-Time (10–20 hs/semana)

🎓 Formación: No especificado

📋 Descripción General

20four7VA busca un/a Senior-level Administrative & Program Operations Virtual Assistant para apoyar a una organización de liderazgo y coaching. El rol se enfoca en ordenar, estructurar y sistematizar materiales, programas y operaciones, pasando luego a soporte operativo continuo. Ideal para perfiles muy organizados, orientados a procesos y con experiencia en negocios de servicios, coaching o educación.

📋 Responsabilidades Principales

• Organizar archivos digitales, documentos y drives compartidos en sistemas claros.

• Centralizar recursos de programas de liderazgo, coaching y parenting en una librería interna.

• Crear SOPs, trackers y workflows operativos.

• Coordinar workshops y eventos (scheduling, listings y follow-ups).

• Apoyar promoción de eventos y recursos vía email y redes (posts, reminders).

• Mantener seguimiento operativo, comunicación básica con leads y reportes de avances.

🎯 Requisitos

• Experiencia senior como Business Support VA, Executive Assistant u Operations Assistant.

• Fuertes habilidades de organización y construcción de procesos desde cero.

• Experiencia con coaches, educadores, nonprofits o negocios de servicios (preferido).

• Inglés escrito y oral sólido.

• Perfil tech-savvy, discreto y profesional con información sensible.

• Disponibilidad lun–vie con solapamiento EST (10 AM–4 PM, flexible).

🏖️ Beneficios

• Trabajo remoto part-time (10–20 hs/semana).

• Horario flexible dentro de EST.

• Proyecto con alto impacto organizacional.

Overview

We are hiring a highly capable Executive Assistant to support leadership who leads a creative agency and multiple initiatives. This is a robust, high-trust role that combines executive support, travel and logistics, sales enablement, and personal administration.

You will operate as a true right hand. You anticipate needs, protect time, keep systems organized, and ensure follow-through across priorities. The ideal candidate is calm under pressure, exceptionally organized, comfortable drafting high-quality communication, and able to manage both business and personal logistics with discretion.

Core Responsibilities

1) Executive Support and Time Protection

• Own complex calendar management across multiple workstreams and time zones
• Create a weekly schedule that reflects priorities, focus time, and recovery time
• Gatekeep meetings: assess purpose, ensure agenda and attendees are right, reduce low-value meetings
• Build and maintain recurring rhythms (weekly priorities, client reviews, internal check-ins)
• Prepare daily and weekly briefing packets: schedule, call notes, background, goals, and decision points
• Capture action items after key meetings and drive follow-through with stakeholders
• Maintain a “waiting on” list and ensure nothing goes stale

2) Inbox, Communication, and Executive Presence

• Manage inbox triage: prioritize, draft replies, and escalate what matters
• Draft high-quality emails in the executive’s voice across clients, partners, and internal team
• Maintain templates and message libraries for common scenarios
• Track responses, follow-ups, and deadlines tied to communications
• Proof and polish outbound communication for clarity, tone, and accuracy
• Coordinate sensitive communication with professionalism and discretion

3) Sales, Outreach, and Pipeline Support

• Maintain lead and relationship trackers, pipeline status, and follow-up schedules
• Prepare outbound outreach emails tailored to each prospect (light research included)
• Coordinate introductions and nurture threads with timely follow-ups
• Support proposal and pitch workflow: gather inputs, schedule internal reviews, and ensure on-time sends
• Prepare meeting briefs for sales calls: background, relationship context, goals, next steps
• Ensure CRM or tracking systems stay clean and current (even if lightweight)
• Track referrals and create a system for consistent relationship maintenance

4) Travel Planning and Itinerary Management

• Own end-to-end travel planning across business and personal travel
• Build travel options that optimize for time, rest, budget, and time zone recovery
• Manage flights, hotels, ground transport, car services, and reservations
• Create detailed itineraries (including buffers, confirmation numbers, maps, check-in info)
• Proactively handle disruptions: delays, cancellations, rebooking, backups
• Coordinate packing lists, travel documents, and pre-travel preparation
• Track points, memberships, known traveler numbers, and preferences
• Plan trips with family logistics in mind when relevant

5) Household and Personal Administration

• Coordinate personal appointments, family scheduling, and key home logistics
• Manage vendor scheduling (home services, maintenance, repairs) and track follow-ups
• Keep a running list of personal tasks and ensure they are completed
• Support gifting, special occasions, and event coordination when needed
• Maintain important documents and records in an organized system
• Handle confidential matters with high discretion and professional judgment

6) Operations, Systems, and Process Improvement

• Build and maintain simple systems that reduce friction
• Organize files, documents, contact databases, and shared drives
• Maintain a master “admin dashboard” for priorities, deadlines, and recurring tasks
• Identify inefficiencies and propose improvements to workflows and tooling
• Coordinate with internal team members to keep operations aligned

7) Meeting Support and Logistics

• Schedule meetings across multiple stakeholders and time zones
• Ensure every key meeting has: agenda, pre-reads, decisions needed, and clear next steps
• Take notes for specific meetings and distribute recaps when required
• Coordinate workshop or offsite logistics: travel, materials, schedules, and vendors
• Manage event attendance, RSVPs, calendars, and prep where needed

8) Research

• Research support for activities that involve special projects as needed.

Qualifications

• 4+ years experience supporting an executive, founder, or senior leader in a high-velocity environment
• Exceptional written English, with confidence preparing executive-level emails
• Strong judgment, discretion, and ability to handle sensitive information
• Proven ability to manage complex travel and logistics
• Highly organized, detail-oriented, and proactive
• Calm under pressure, with strong problem-solving instincts
• Comfortable running systems and coordinating across stakeholders
• Proficient with Google Workspace; comfortable learning tools quickly

Working Style and Expectations

• Remote role with consistent overlap with US Pacific Time- Must work on PST
• High responsiveness during business hours
• Able to manage shifting priorities without losing track of commitments