Executive Assistant

Employer based in · Remote

Hiring talent from: all countries

Job DescriptionExecutive Assistant (VA1) Calendar & Appointment ManagementEnter appointments from scanned handwritten forms into Sign In Scheduling (linked to Google Calendar) Manage bookings, reschedules, cancellations, and reminders across estate planning, financial, and notary services Proactively schedule financial appointments based on annuity/CD maturity dates (1 month in advance) Book one-year reviews, follow-ups, and event-based appointments (e.g., cookout invites, seminar rebookings) Remind the advisor to update availability in Sign In Scheduling Client Communication & Follow-UpUse a local 423 area code Google Voice number (or equivalent) for all outbound calls and texts Conduct scripted outreach to clients for:Appointment confirmations, cancellations, and rebookings Seminar registration follow-ups and attendance confirmations (update Google Sheet using LM, Y, YY codes) Past clients, no-shows, and new leads to schedule estate and financial planning appointments Legal suitability follow-ups and notary bookings Assist clients with navigating online portals and completing documentation CRM & Data ManagementUpdate and maintain multiple client databases in Excel and Google Sheets:Trust statistics and estate implementation updates Financial client information (copied from intake forms) Upload financial client sheets to Dropbox weekly Post financial narratives and intake data to client records ITS System SupportNavigate the ITS (Internal Tracking System) to:Verify document uploads and completeness (legal and financial) Update calendar with maturity dates Post welcome and notary messages on ITS Notepad Assist clients with portal usage and respond to ITS-related inquiries Escalate unclear messages or incomplete files to the advisor Inbox ManagementMonitor email inbox for client requests, cancellations, and scheduling needs Respond directly or escalate depending on the context Coordinate with advisor for message routing, especially regarding legal or financial next steps Cancel and clear out client folders as needed Document HandlingWalk clients through DocuSign when needed Review, file, and track submitted documents related to estate and financial planning Collaborate with other internal team members for process alignment Client Detailed Task List Experience and ProficiencyExcellent English communication skills (written and verbal)Has good command of English Neutral to no accent Should have executive administrative support experience either from a corporate set-up or as a VA **IMPORTANT Should have graduated from college or have a degree if non-experienced and is coachable, doing the role **IMPORTANT Should be proficient in Google Workspace Applications Should be familiar with MS applications (Word, etc.) Personality RequirementsSelf-starter Has initiative Patient Proactive Organized Detail oriented Proactive Resourceful Personable Has good sense humor Eager to learn Collaborative VA Working Hours Monday to Friday, 2:00 PM to 6:00 PM EST(20 hours per week)Part-time initially and could grow into full-time) VA Salary$3 and up/hr. -** open for a good mix of applicantsExperienced VAs, Corporate-experienced, and Diploma/degree holders VA CommunicationWork Email WhatsApp VA Commencement DateASAP Final Interview ScheduleThursday, 24th of July at 10:00 AM EST (9:00 AM CST) Onboarding Call Recording Link Notes: -Eastern part of Tennessee following EST -Notes: VA will be working closely with Amanda Maldonado's VAs Client also shared this video for the VA to watch - to have an overview how the business works - https://www.youtube.com/watch?v=cnlgSG0llGI