Virtual Executive Assistant to Founder & CEO

This is a remote position.

A dynamic and fast-growing executive coaching and training organization is seeking a highly organized and proactive Executive Assistant to provide critical support in managing day-to-day operations and ensure smooth communication with clients, stakeholders, and the internal team. This is an exciting opportunity for someone who thrives in a fast-paced environment and enjoys working closely with senior leadership, reporting into the Founder & CEO and CFO.

Position Overview:

The Executive Assistant will work directly with the Founder & CEO, handling a wide range of administrative and operational tasks. You will play a key role in streamlining communication, supporting client relationships, and ensuring that day-to-day operations run efficiently. This position requires a detail-oriented, resourceful, and proactive individual with strong communication skills and the ability to juggle multiple responsibilities.

Key Responsibilities:

• Email Support: Manage and prioritize incoming emails for the CEO, ensuring timely responses and filtering important communications. Draft emails, follow-ups, and other written correspondence on behalf of the CEO.
  

• Calendar Management: Coordinate and schedule meetings, appointments, and events, ensuring the CEO’s calendar is organized and efficient. Proactively manage changes and reminders for scheduled events and commitments.
  

• Client Engagement and Communication: Serve as the primary point of contact for clients, ensuring clear, timely, and professional communication. Assist with the onboarding and ongoing engagement of clients, including responding to inquiries and facilitating their needs.
  

• Training Material Coordination: Prepare and send training materials to clients, ensuring that all relevant resources are available and accessible for their success. Follow up on client feedback regarding training materials and resources.
  

• Corporate Gift Coordination: Source and coordinate corporate gifts for clients, partners, and employees. Manage the logistics of gift orders, delivery, and ensure all recipients receive timely and appropriate items.
  

• General Administrative Support: Assist with other administrative tasks as needed, including document preparation, travel arrangements, research, and project support, as well as personal assistance in making arrangements on behalf of the executive as required.
  

Qualifications:

• A minimum of five years' proven experience as an Executive Assistant, essential to have been supporting senior leadership.
  

• Strong written and verbal communication skills.
  

• Highly organized, with the ability to manage multiple tasks simultaneously and prioritize effectively.
  

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Gmail, Google Calendar, Google Drive).
  

• Experience with email management and calendar tools, such as Outlook or similar platforms.
  

• Ability to maintain confidentiality and exercise discretion.
  

• Strong attention to detail and ability to follow through on tasks.
  

• Excellent interpersonal skills, with the ability to build and maintain relationships with clients, partners, and colleagues in a professional manner.
  

• Ability to work independently and as part of a team in a fast-paced, dynamic environment.
  

Preferred Qualifications:

• Familiarity with CRM and project management tools (e.g., Salesforce, Asana, Trello).
  

• A proactive and solutions-oriented mindset, with the ability to anticipate needs and take initiative.
  

Benefits:

• Opportunity to work closely with a visionary Founder & CEO in a fast-growing company.
  

• Exposure to diverse business operations and client engagement strategies.
  

• Collaborative and dynamic work environment.
  

• Fully remote part-time / full-time position.