Executive Virtual Assistant

Job Title: Executive Virtual Assistant (VA)
Location: Remote
Hours: Full-Time: 8 hours per day, 5 days a week, UK Hours
Length: Long term
Pay: £300 per month + Benefits
Reports To: Kaval Shah, CEO
Technology: MAC/iOS user
Starting: Early January 2025


About Us
Resie Mortgages and Protection is driven by a vision to streamline the mortgage advice journey for UK clients. We are committed to a high-growth, entrepreneurial environment where every team member is expected to bring creativity, strategic thinking, and a relentless drive to accomplish our shared goals.

Role
We are looking for a talented Executive Virtual Assistant (VA), who will act as an extension of Kaval, managing diverse tasks with precision, anticipating needs, and proactively identifying ways to make his life easier. This role requires a detail-oriented individual who thrives in a dynamic environment, allowing him to focus on high-priority tasks and strategic growth.

Mission/Purpose
The primary mission of this role is to make his life more productive and less stressful in both his personal and business environments. You will effectively manage daily activities, ensuring that he has the support needed to excel and thrive in all areas.

If it doesn’t have to do with generating revenue, saving costs or developing the team, Kaval shouldn’t be doing it. Anything that can be taken off his plate, should be.
This frees up Kaval’s time to work on high leverage activities that drive the company forward, creating growth, jobs, and opportunities for everyone involved.



Role Competencies

• Organisation and Planning: Ability to efficiently prioritise and manage multiple tasks, ensuring all deadlines are met.
• Integrity with Commitment: Maintain a high level of honesty and integrity while being dedicated to fulfilling responsibilities.
• High Standards: Consistently produce quality work and uphold a commitment to excellence in all tasks.
• Fast Response Times: Ability to respond quickly and efficiently to communications and urgent requests.
• Proactive: Anticipate the needs of the executive and take initiative without waiting for direction.
• Attention to Detail: Meticulous focus on details, ensuring accuracy in all tasks and communications.
• Drive and Hustle: Demonstrate a strong drive to accomplish goals and tackle challenges head-on.
• Persistence: Maintain determination and resilience in the face of obstacles or setbacks.
• Analytical Skills: Ability to assess situations, identify key insights, and propose effective solutions based on data.
• People Skills: Strong interpersonal skills, fostering positive relationships with colleagues, clients, and stakeholders. Able to communicate effectively, manage conflicts, and build rapport with diverse teams. Empathetic and collaborative, with a focus on teamwork and supporting others to achieve shared goals.



Technical Knowledge
• Proficiency in Microsoft Office Suite (including Teams), Google Workspace, and other relevant software tools (e.g., Asana, Slack, Notion).
• Familiar with Mac and Apple related software.
• Familiarity with digital project management tools and CRM systems.
• Comfortable using technology to streamline processes and improve productivity.



Culture Fit
We are a high-growth, entrepreneurial team that values creativity, strategic thinking, and a relentless drive to accomplish our goals. The ideal candidate should embody a proactive attitude, an eagerness to learn, and a commitment to contributing to a positive and collaborative work culture. Our core values are:

• Be honest, transparent and operate with integrity
• Under promise and over deliver
• Fail fast, fail forward, share, learn, improve, iterate
• Look to continuously improve, both yourself and the business
• Everyone is responsible for facilitating change
• Teamwork is the dreamwork.
• Being good is not ok. Being the best is the standard benchmark



Native Genius
• Planning and organising
• Caring and nurturing
• Communication, verbal and written



Qualifications and Experience
• Proven experience as a Virtual Assistant or in an executive support role within a fast-paced, high-growth environment.
• Strong organisational and multitasking skills, with impeccable attention to detail.
• A self-starter with the ability to anticipate needs and take initiative.
• Experience supporting senior-level executives or founders in a remote or entrepreneurial setting is a plus.
• Fluent in reading, writing and speaking British (UK) English



Key Responsibilities

Personal Assistant
• Provide personal assistance with a wide range of tasks to ensure smooth day-to-day operations.
• Assist with personal travel arrangements and holiday planning.
• Ensure a high level of confidentiality and discretion in managing personal matters.
• Coordinate the executive's calendar, ensuring all scheduled meetings are organised and efficient.
• Manage the executive's calendar to prevent scheduling conflicts and optimise time.
• Send reminders and follow up on pending appointments or commitments.
Work Emails
• Filter and prioritise emails, responding to routine enquiries on behalf of the executive.
• Manage the executive’s email inbox, flagging urgent matters for immediate attention.
• Organise and streamline email correspondence for quick access and efficient management.
Work Meetings
• Schedule, organise, and manage internal and external meetings.
• Prepare meeting agendas, take minutes, and ensure action items are followed up on.
• Handle all logistics for virtual or in-person meetings (room bookings, video conferencing links, etc.).
Project Management
• Manage ongoing projects by tracking deadlines, deliverables, and dependencies.
• Use project management tools (e.g., Asana, Trello, Monday.com) to assign tasks, monitor progress, and ensure timely completion.
• Coordinate with various team members to ensure efficient collaboration and project completion.
Management of Staff
• Oversee team members' schedules to ensure efficient collaboration and workflow.
• Provide administrative support to staff, including document management and facilitating internal communication.
• Assist with team coordination, ensuring clarity on tasks, deadlines, and responsibilities.
Recruitment
• Assist in sourcing and screening candidates for open positions.
• Coordinate interviews and manage communications with potential hires.
• Support the onboarding process for new staff, including documentation and organising initial training sessions.
Business Planning
• Support the development and tracking of long-term business strategies and goals.
• Assist in organising meetings for strategic planning and ensure all logistics are arranged.
• Monitor and report on the progress of key business projects and initiatives.
Research
• Conduct research on various business-related topics, providing summaries and recommendations as needed.
• Collect competitive intelligence, market trends, and other relevant information to support strategic decision-making.
Tools and Templates
• Develop and implement tools and templates to streamline processes across the various areas of responsibility.
• Create and maintain standard operating procedures (SOPs) to ensure consistency and efficiency in tasks.
• Design automation systems to optimise workflow, reducing repetitive tasks and increasing productivity.
• Ensure all tools and templates are user-friendly, up to date, and aligned with business objectives.
• Continuously evaluate and improve existing tools and templates to adapt to changing needs and workflows.
Strategic Research & Analysis
• Conduct market research, competitor analysis, and compile actionable data to support strategic decision-making.
• Summarise insights, provide high-level takeaways, and suggest action steps based on research findings.
• Stay on top of industry trends and identify opportunities for growth that align with the company’s mission.
• Assist in preparing research reports or presentations.
High-Level Communication & Branding
• Draft, edit, and proofread emails, presentations, reports, and social media content to maintain brand voice and professionalism.
• Handle incoming calls, managing and directing enquiries as appropriate.
• Act as a liaison, facilitating communication between the executive, team members, and external partners.
Other Responsibilities
• Handle personal and miscellaneous tasks to streamline the executive’s daily schedule.
• Continuously seek and suggest ways to improve internal processes and enhance productivity.
• Take on additional projects and tasks as required, always prioritising the most critical and impactful work.



Expected Outcomes
Increased Productivity:
Achieve a minimum of 80% of high-priority tasks completed each week, allowing the executive to focus on strategic growth initiatives.
Improved Time Management:
Ensure that at least 95% of scheduled appointments and meetings are held as planned, with less than 5% needing to be rescheduled or cancelled due to scheduling errors.
Effective Communication:
Maintain an average response time of under 24 hours for all email correspondence, with a target of 90% of communications addressed within this timeframe.
High-Quality Work:
Deliver research and reports with at least 85% positive feedback from the executive, ensuring that insights are actionable and relevant.
Streamlined Operations:
Implement at least one new process improvement initiative each quarter, with the aim of reducing task completion times by 20% for recurring tasks.


KPIs
• Email Management Efficiency: Respond to 90% of email correspondence within 24 hours.
• Meeting Coordination Success Rate: Maintain at least 95?curacy in scheduling meetings.
• Task Completion Rate: Ensure 100% of tasks on priority lists are completed on time.
• Research Quality: Deliver research reports with at least 85% positive feedback from the executive.
• Process Improvement Initiatives: Implement at least one new process improvement each quarter.



Benefits after 6 months
• Paid holidays
• Discretionary performance related bonus
• Training and development


Application Instructions:
Round 1:

To apply, please use FHH59 in subject. You will be sent a link to a Google form to complete.

Round 2:

Answer the questions in the Google form:

You will need to submit your CV along with a video recording (max 5 mins) with thoughtful responses to the following questions:

1. Showcase your work area, computer and broadband speed.
2. What excites you about the role of Executive Virtual Assistant?
3. Can you provide an example of a time when you successfully managed competing priorities?
4. How do you ensure clear and effective communication in a remote work environment?
5. What specific tools or methods do you use to stay organised and manage tasks efficiently?
6. How can you save me time (provide specific examples)?
7. What support would you need in your role?
8. What is your broadband speed?
9. Why should we hire you?

If you have been shortlisted you will be invited to a second round of selection

Round 3:

1. Complete competency questionnaires
2. You will be asked to prepare a presentation and present at interview on a specific subject matter
3. A formal interview

Note: You will be paid £10 for your time post interview, even if not successful.

Round 4:

1. ID verification
2. Offer and contract signing
3. Agree a start date