Executive Admin VA

Job Summary: We're keen to bring on a highly organized and proactive Executive Virtual Assistant to take charge of inbox management and daily administrative operations across several business entities. The role suits someone who can quickly grasp how decisions get made, work through incoming communication with judgment rather than simply sorting it, and steadily absorb recurring administrative work with minimal hand-holding. We're also actively weaving AI into how we operate, so comfort with AI tools — or real curiosity to learn them — counts for a lot here.

Key Responsibilities

  • Watch, triage, and work through several email inboxes on a steady recurring basis

  • Draft, send, and chase routine correspondence on the executive's behalf

  • Apply consistent filing, labeling, and folder structures so nothing gets buried or lost

  • Flag time-sensitive items and escalate anything needing the executive's direct attention

  • Prepare and send recurring invoices, payment reminders, and follow-ups

  • Follow outstanding items, payments, and deadlines across multiple entities and hold records current

  • Keep digital documentation and filing systems tidy for administrative and financial records

  • Coordinate and see through assorted projects and one-off administrative tasks

  • Chase the executive proactively for input, approvals, and information needed to close tasks out

  • Spot repetitive workflows and help document, streamline, or automate them over time

Mandatory Skills

  • Demonstrated experience in executive assistance, inbox management, or high-level administrative support

  • Strong written English with the ability to draft professional correspondence unaided

  • Excellent judgment in prioritizing, categorizing, and escalating email

  • Track record running recurring administrative processes across more than one entity or account

  • At ease with Google Workspace (Gmail, Drive, Docs, Sheets) and general cloud-based tools

  • Highly organized with sharp attention to detail and follow-through

  • Truly proactive — willing to chase down answers and push work forward rather than wait

  • Dependable, precise, and able to work with minimal supervision

  • Strong communication skills, with the confidence to raise issues and ask questions early

Preferred Skills

  • Working knowledge of QuickBooks or similar accounting/bookkeeping software

  • Background with invoicing, payment tracking, and basic financial administration

  • Familiarity with AI tools (ChatGPT, Claude, or similar) and an interest in applying them to daily work

  • Exposure to automation or workflow tools, or willingness to pick up AI-assisted workflows

  • Prior work supporting an executive or business owner running multiple ventures

  • Capacity to run multiple projects and priorities concurrently

  • Track record creating or maintaining SOPs and process documentation

Why Join Us: This role carries genuine ownership and room to grow. You'll be trusted with the systems that keep several businesses running, and as you master the work, the scope and responsibility will widen alongside it. You'll also be encouraged to bring AI and automation into how the work gets done — this is a place where making yourself more effective is truly rewarded, not resisted.

Back to blog

Other Jobs To Apply

No other job posts for this day.

Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...