Virtual Executive Assistant (Full-Time)

Who We Are:
We’re a growing, relationship-focused company that places our core values and culture at the center of everything we do. Our mission is to build deep, genuine connections with both our colleagues and our clients, creating transformational and lasting change. We provide strategic growth consulting and marketing services, and now we’re looking for a Virtual Executive Assistant who embodies our values, brings fresh energy (“batteries included”), and is committed to excellence.

Key Responsibilities
Administrative Leadership
1. Manage calendars, schedule appointments, and coordinate meetings across multiple time zones.
2. Support and manage multiple projects simultaneously, ensuring consistency and follow-through.

Marketing & Newsletter Management
1. Collaborate with teaUpgrade to see actual infombers to schedule, edit, and distribute newsletters (e.g., via BeeHiiv) and other marketing communications.
2. Assist with content creation and coordination, ensuring brand consistency and timely delivery.

Scorecard & KPI Tracking
1. Create, update, and maintain scorecards to measure team and project performance.
2. Gather data from various sources, analyze progress against targets, and present clear, actionable insights.

Tech & Innovation
1. Embrace emerging tools (including AI) to streamline and optimize administrative and operational processes.
2. Proactively research and test new platforms, apps, or methods (e.g., ClickUp, GHL, Slack, Zapier, BeeHiiv).
3. Troubleshoot basic tech issues and implement new solutions without hesitation.
4. Must have demonstrable experience using paid versions of ChatGPT or Claude.

Project Coordination
1. Track key deliverables for various client engagements (often in marketing or coaching contexts), ensuring deadlines are met and stakeholders are kept informed.
2. Provide proactive updates on tasks and follow up with teaUpgrade to see actual infombers to ensure everyone meets their responsibilities.

Communication & Relationship Building
1. Draft and respond to emails, act as a liaison for senior executives, and maintain professional, clear, and friendly communication.
2. Create genuine connections with our team, clients, and external partners, reflecting our value of “Relationships over Everything Else.”

Process & Systems Support
1. Build and refine SOPs, coordinate with teams and vendors, and help improve operational workflows.
2. Identify opportunities for system automations and improved processes that can be scaled.

What We’re Looking For
Culture & Values Alignment
1. You believe in the power of authentic relationships and approach every interaction with respect, empathy, and a commitment to creating lasting impact.
2. Proactive Mindset (“Batteries Included”)
3. You bring energy and resourcefulness, anticipating needs before they arise and always looking for ways to enhance efficiency.

EA Expertise
1. 3+ years of experience supporting C-level executives or business owners with advanced knowledge of scheduling, coordinating, and prioritizing.

Industry Background
1. Preferred experience working in a marketing agency or coaching business, with an understanding of the fast-paced environment and client-driven deadlines.

Marketing & Newsletter Skills
1. Experience with newsletter creation and distribution tools such as BeeHiiv.
2. Ability to coordinate and manage marketing campaigns or initiatives.

Tool Proficiency
1. Demonstrable hands-on experience with ClickUp, GHL, Slack, Zapier, and BeeHiiv.
2. Familiarity and comfort with paid versions of ChatGPT or Claude (must be willing to leverage AI for efficiencies).

Scorecard & KPI Experience
1. Hands-on experience creating and maintaining scorecards or KPI dashboards, with a knack for translating data into insights and action plans.

Outstanding Communication
1. You’re confident, articulate, and unafraid to ask clarifying questions or push back when something isn’t clear.

Adaptability & Problem-Solving
1. Managing multiple priorities doesn’t faze you, and you thrive in an environment where you can consistently learn, grow, and innovate.

Culture-Fit Questions
Our top priority is finding someone whose personal values align with ours. Your experience and skills matter, but we first want to know who you are. Please record a LOOM video and answer the following questions:

1. How do you cultivate genuine relationships within a remote or virtual team? Share an example of how you’ve built trust with a colleague or client.
2. Tell us about a time when you faced a challenging communication barrier. How did you approach it, and what was the outcome?
3. Describe a situation where you anticipated a need or issue before it arose. How did you address it, and what was the result?
4. What is your hourly rate?


Lastly: Please tell me something about you that you do not normally share in a job application.