Looking for: Executive Assistant
Role Overview:
We are seeking a highly organized, proactive, and
trustworthy Executive Virtual Assistant to support a growing coaching and
consulting business. This role will provide executive, administrative, and
operational support, helping streamline client onboarding, calendar management,
communications, expense tracking, and workflow organization.
The ideal candidate is experienced in executive assistance,
comfortable working independently, highly detail-oriented, and capable of
handling confidential information with professionalism and discretion.
Experience with AI tools, particularly Claude and Claude Co-Work, is strongly
preferred.
Scope of Work:
Executive & Administrative Support
Manage
and maintain business calendar and appointment schedules
Coordinate
client onboarding and scheduling activities
Handle
appointment rescheduling and calendar adjustments
Assist
with managing work-related email communications
Draft
and send routine responses on behalf of the business owner
Provide
limited personal administrative support as needed
Client Support & Meeting Preparation
Organize
and maintain client coaching notes
Prepare
and send daily meeting summaries and client notes before scheduled
sessions
Support
onboarding documentation and client-related administrative tasks
Expense Management
Track
and organize business expenses
Upload
and categorize receipts in QuickBooks
Assist
with expense reconciliation and reporting
Maintain
accurate records of business-related expenditures
Social Media & Content Support
Schedule
social media posts across multiple platforms
Assist
with content publishing workflows
Support
content organization and scheduling calendars
Optional / Bonus Responsibilities
Basic
video editing using tools such as CapCut
Trim
videos, remove filler words, and create short clips from long-form content
Provide
light design support using Canva when needed
Qualifications:
Required
Previous
experience as an Executive Assistant, Virtual Assistant, or Administrative
Assistant
Strong
calendar management and scheduling experience
Excellent
written and verbal communication skills
Experience
handling confidential and sensitive information
Strong
organizational and time-management skills
Ability
to work independently with minimal supervision
Proactive
problem-solving mindset and ability to take initiative
High
attention to detail and accuracy
Experience
with expense tracking and administrative processes
Preferred
Experience
using Claude AI and/or Claude Co-Work
Experience
with QuickBooks
Familiarity
with client onboarding processes
Experience
supporting coaches, consultants, entrepreneurs, or small business owners
Social
media scheduling experience
Basic
video editing skills
Canva
experience
Tools & Platforms, candidates should be
comfortable working with:
Google
Calendar
Gmail
/ Google Workspace
QuickBooks
Acuity
Scheduling ( under Squarespace)
Claude
AI / Claude Co-Work (preferred)
Canva
(preferred)
CapCut
or similar video editing software (preferred)
Work Schedule:
Part-time:
Starting with a minimum of 10 hours per week; flexible work schedule
Opportunity
for hours to increase as the business grows
Must
be able to coordinate communications and scheduling aligned with U.S.
business hours
Business
owner is based in Eastern Time (EST)
Target Start Date: ASAP with the priority is finding
the right long-term fit VA