Virtual Assistant to CEO

Our client, a US-based technology company, is seeking a highly organized and reliable Virtual Assistant to provide comprehensive administrative support to its two co-owners. This full-time remote position requires managing calendars, inboxes, meetings, documentation, follow-ups, CRM maintenance, and various day-to-day tasks. The ideal candidate will be proactive, detail-oriented, discreet, and comfortable working independently with US-based leadership during evening hours aligned with US Central Time.

Key Responsibilities

Calendar and Inbox Management:
Coordinate and manage the co-owners’ calendars, including scheduling internal, customer, partner, and vendor meetings. Send calendar invitations, meeting links, confirmations, and reminders. Monitor and triage inboxes, flagging urgent or important items. Draft routine email responses for owner review and approval. Schedule meetings generated by the Sales Development Representative (SDR) as needed.

Meeting and Follow-Up Support:
Attend internal meetings as a note-taker, accurately documenting key decisions and action items. Maintain a shared weekly action list and follow up on outstanding tasks and deadlines. Prepare simple meeting agendas and organize relevant documents in advance. Ensure all action items are tracked through to completion or updated accordingly.

Document and File Management:
Create, edit, format, and maintain documents, spreadsheets, and presentations using Microsoft 365 applications. Organize and maintain SharePoint and shared folders following the company’s file structure. Maintain administrative trackers for vendors, contracts, renewal dates, software subscriptions, and licenses.

Sales and Marketing Support:
Build, update, and clean lead lists for the SDR team. Maintain accurate CRM records in GoHighLevel or similar platforms. Support marketing activities such as scheduling approved social media posts and coordinating events and webinars. Conduct basic research on companies, prospects, partners, and events.

Operations and Administrative Support:
Coordinate with vendors and organize invoices and receipts for bookkeeping purposes. Assist with onboarding new customers and partners, including paperwork, scheduling, and coordination with the technical team. Document simple processes, procedures, and checklists as they are established. Provide general administrative support to the co-owners as required.

Confidentiality and Compliance:
Maintain strict confidentiality when handling customer, partner, employee, and financial information. Do not process payments, transfers, or financial transactions. Avoid signing documents or making commitments on behalf of the company. Ensure communications are only sent in an owner’s name with prior approval, except for pre-approved templates like confirmations and reminders.

Required Qualifications

- Minimum of 5 years’ experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or Office Coordinator supporting US-based leaders remotely.
- Strong proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
- Experience with CRM platforms such as GoHighLevel, HubSpot, or similar.
- Excellent written and verbal English communication skills, with the ability to communicate clearly, professionally, and courteously (non-negotiable).
- Strong organizational and time-management skills with exceptional attention to detail.
- Highly reliable with strong follow-through and the ability to manage multiple priorities effectively.
- Comfortable working independently and proactively in a fully remote environment.
- Ability to handle confidential and sensitive business information with discretion.
- Availability to work full-time during US Central Time business hours.
- Must have a personal laptop, headset, reliable internet connection, and a quiet, professional workspace.

Preferred Qualifications and Benefits

- Previous experience in an IT, MSP, SaaS, or technology company is preferred.

This role offers the opportunity to work closely with US-based leadership in a dynamic technology environment, providing critical support that enables smooth business operations and growth.