Executive Assistant

Employer based in · Remote

Hiring talent from: all countries

• Executive Assistant (VA1)• Executive & Administrative Support • Manage and organize the executive's calendar, appointments, meetings, and commitments. • Coordinate schedules across multiple businesses and priorities. • Manage and organize email communications, including reviewing, prioritizing, drafting, and following up on emails as needed. • Maintain organized files, documents, spreadsheets, and business information. • Track important deadlines, follow-ups, and action items. • Help the executive stay organized and ensure nothing important falls through the cracks. • Prepare meeting notes, agendas, documents, and other materials as needed. • Handle confidential and sensitive business information professionally. • Business & Operational Support • Provide administrative and operational support across multiple companies. • Help coordinate tasks and projects from start to completion. • Follow up with team members, vendors, clients, and other stakeholders when needed. • Identify bottlenecks, missing information, or upcoming priorities and proactively address them. • Research information and present organized recommendations or solutions. • Help create and maintain processes, checklists, trackers, and workflows to improve organization and efficiency. • Assist with coordinating and eventually overseeing recurring operational tasks. • Event & Project Coordination • Assist with planning and coordinating business events, meetings, and special initiatives. • Coordinate event logistics, invitations, schedules, communications, and follow-ups. • Help organize campaigns and special projects, including initiatives related to business growth and community events. • Track project timelines and ensure deliverables are completed on schedule. • Social Media & Marketing Support • Assist with social media planning and content coordination. • Help create or coordinate social media graphics and promotional materials using Canva. • Assist with increasing brand visibility and exposure for new products and business initiatives. • Support product launches, promotions, and marketing campaigns. • Help coordinate content calendars and social media tasks. • Assist with Shopify-related tasks, including basic product, content, or store management as needed. • Sales & Customer Support • Assist with appointment setting and calendar coordination to support the executive's sales efforts. • Help manage leads, follow-ups, and other sales-related administrative tasks. • Maintain accurate information within CRM systems. • Follow up with prospects, clients, or business contacts when requested. • Help ensure sales opportunities and important follow-ups are properly tracked. • Required Qualifications & Experience • 3+ years of experience as an Executive Assistant, preferably supporting an executive, entrepreneur, or business owner. • Experience managing multiple responsibilities and priorities simultaneously. • Strong written and verbal English communication skills — C1–C2 level preferred. • Experience working with international clients or executives is highly preferred. • Strong organizational and time-management skills. • Excellent attention to detail. • Ability to work independently with minimal supervision. • Strong problem-solving and decision-making skills. • Ability to anticipate needs rather than simply waiting for instructions. • Professional, reliable, and comfortable handling confidential information. • Ability to communicate clearly and ask thoughtful questions when clarification is needed. Technical Skills Experience with the following tools is highly preferred: • Microsoft Excel / Microsoft Office • Canva • Shopify • CRM systems • Project management / task management platforms such as Asana, Trello, or similar • Email and calendar management tools • WhatsApp for day-to-day communication • Social media platforms and content management tools The candidate should be tech-savvy, adaptable, and comfortable learning new systems quickly. Detailed task list: https://docs.google.com/document/d/15R-puCWCZ5ABsEu11NoZX9KGgSUcjsV3N8iBntzCp4E/edit?tab=t.0#heading=h.1fbeucrqgfxs • Preferred Traits & Personality• Proactive — sees what needs to be done and takes action without constantly being asked. • Solution-oriented — brings solutions and recommendations, not just problems. • Highly organized — can manage multiple companies, projects, calendars, and priorities. • Detail-oriented — catches small things before they become bigger problems. • Creative — comfortable supporting social media, events, marketing, and new business initiatives. • Professional — communicates confidently and appropriately with clients, partners, and team members. • Resourceful — knows how to research, troubleshoot, and figure things out independently. • Adaptable — comfortable working in a fast-paced environment where priorities may change. • Accountable — follows through on commitments and keeps the executive updated. • Growth-minded — interested in taking on more responsibility as the businesses grow. • Collaboration Hours • • Part-time: 20 hours per week minimum • Primarily Monday–Friday • Schedule will generally begin at 9:00 AM Pacific Time • Some flexibility may be required depending on meetings, events, and business priorities. • Compensation Range• • Starting rate: 5-6 USD per hour • Final rate will be based on the candidate's experience, skill level, and overall fit for the role. • Communication Tools • The primary communication platform will be WhatsApp. The VA should be responsive during scheduled working hours and communicate proactively regarding task status, deadlines, questions, and potential issues. • Target Start Date• ASAP • Final Interview Schedule• To be coordinated by the Fulfillment & Admin Team • Zoom Recording Link• Jade Phou - Onboarding • Important Notes• kindly take note of the client's request below and include this with the website and Instagram page when sharing the shortlisted candidates for the EA position. Jade would like candidates to review the JADED website and Instagram page for 15–20 minutes before their interview and come prepared to discuss: Before our interview, please spend 15–20 minutes reviewing the JADED website and Instagram. Come prepared to tell me what you believe the company does, who you believe our customer is, what you think we're currently trying to accomplish, three things you think we're doing well, and three opportunities you see for improvement and how you can help with that. I'm not looking for a formal presentation, I just want to understand how you think. Thank you! • • Candidates are encouraged to review the client's website and Instagram page below to familiarize themselves with the client's business, products, and brand:• Website: www.letsgetjaded.com • Instagram: @jaded.makeachange