Virtual Assistant to CEO

Our client, a US-based technology company, is seeking a highly organized and reliable Virtual Assistant to provide comprehensive support to its two co-owners. This full-time role is remote, based in Lahore or Islamabad, with working hours from 6 PM to 3 AM PKT to align with US Central Time business hours. The Virtual Assistant will manage calendars, inboxes, meetings, documentation, follow-ups, CRM activities, and various day-to-day administrative tasks. The ideal candidate is proactive, detail-oriented, discreet, and comfortable working independently with US-based leadership.

Key Responsibilities

Calendar and Inbox Management:
Manage and coordinate the co-owners’ calendars, including internal, customer, partner, and vendor meetings. Schedule meetings, send calendar invitations, meeting links, confirmations, and reminders. Monitor and triage inboxes, flagging important or urgent emails for the owners. Draft routine email responses for 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 with the owners on outstanding tasks and deadlines. Prepare simple meeting agendas and organize relevant documents in advance. Track action items through to completion or update them appropriately.

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

Sales and Marketing Support:
Build, update, and clean lead lists for the SDR team. Maintain accurate and up-to-date 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, events, and other business-related topics.

Operations and Administrative Support:
Coordinate with vendors and collect, organize, and file invoices and receipts for the bookkeeper. Support onboarding activities for 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 other financial transactions. Do not sign documents or make commitments on behalf of the company. Ensure communications are not sent in an owner’s name without approval, except for pre-approved templates such as 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 applications, 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, Managed Service Provider (MSP), SaaS, or technology company is preferred. This role offers the opportunity to work closely with US-based leadership in a dynamic, fully remote environment, supporting a growing technology business.