Job Description

VIRTUAL EXECUTIVE ASSISTANT

Independent Contractor | Remote | Minimum 20 Hours/Week

This is an independent contractor (1099) position. VaVa contractors are responsible for managing their own taxes, benefits, and business expenses.

VaVa Virtual Assistants is a remote company based out of Atlanta, Georgia, built on the belief that businesses thrive when they have the right support behind them. We connect clients across industries with skilled virtual professionals who bring genuine expertise to the work. Our team may be distributed, but the culture is deeply connected through daily conversation, project collaboration, and regular all-company virtual gatherings.

We are looking for a skilled Executive Assistant who can own the client relationship and deliver back-office support that makes an immediate, tangible difference. In this role, you will serve as the operational backbone for clients who need a reliable, proactive partner to take work off their plate and handle it with precision. Self-motivation and professional discipline are foundational here, because our clients will look to you as a trusted extension of their business.

Beyond your client work, you will be part of a contractor community that genuinely invests in one another's success. Regular calls with clients and fellow contractors keep you connected to the broader VaVa team, and every interaction is an opportunity to reflect our mission, vision, and values.

Please review the requirements and qualifications below carefully, as they reflect what it truly takes to succeed in this role. We appreciate your interest in joining the team.

EXPECTATIONS

Represent VaVa Virtual Assistants in a Positive and Professional Manner

• Demonstrate a strong work ethic and positive attitude in every client interaction
• Ensure all communication reflects VaVa's standards of professionalism and care
• Actively contribute to a thriving contractor culture by embracing VaVa's values

Take Ownership of Client Satisfaction

• Manage day-to-day client account activities with reliability and attention to detail
• Anticipate client needs before they are stated, and communicate progress consistently so clients always know where things stand
• Handle challenges independently without allowing quality to slip or client confidence to waver
• Maintain awareness of engagement hours and flag early when adjustments may be needed to sustain the level of service clients expect

RESPONSIBILITIES

• Manage client inboxes by prioritizing and filtering messages, drafting responses, and ensuring nothing falls through the cracks
• Coordinate complex calendars across time zones, including scheduling meetings, sending reminders, and resolving conflicts proactively
• Plan and execute logistics for virtual and in-person meetings, conferences, and events, from agenda preparation to follow-up
• Prepare presentations, reports, and supporting materials that are polished and ready without requiring significant client revision
• Conduct research on topics, vendors, tools, or competitors and deliver findings in a clear, usable format
• Draft, proofread, and edit correspondence across email, documents, and other communication channels on behalf of the client
• Maintain and update CRM systems, ensuring contact records, notes, and follow-up tasks reflect current and accurate information
• Handle sensitive and confidential information with discretion at all times, including personal, financial, and business-critical data
• Anticipate client needs based on patterns and context, surfacing tasks or potential issues before they are asked about
• Collaborate with fellow VaVa contractors when projects benefit from shared support or specialized expertise
• Manage administrative tasks across tools such as Google Workspace, Microsoft 365, project management platforms, and scheduling software
• Communicate proactively with the client about task status, deadlines, and any obstacles that could affect delivery
• Support travel planning and coordination, including itineraries, bookings, and contingency management when plans change
• Handle additional administrative requests as they arise, with flexibility and a solutions-oriented approach

GENERAL QUALIFICATIONS

• Must reside and be authorized to work in the United States
• At least 3 years of demonstrated experience in an executive or administrative support role, including direct support to at least one executive
• At least 1 year of experience working full-time in a virtual or remote capacity
• Available at least 20 hours per week to support high-touch (daily), deliverable-focused clients

TECHNICAL QUALIFICATIONS

Must Have

• Proficiency in Google Workspace and Microsoft Office, with the ability to produce polished documents, spreadsheets, and presentations without client oversight
• Confident daily use of Slack and Zoom, including virtual meeting setup, basic troubleshooting, and professional facilitation support
• Working experience with at least one CRM tool; familiarity with a native or industry-specific system is acceptable, though broader exposure is preferred
• Working experience with at least one project management platform such as Trello, Asana, ClickUp, Notion, or Monday.com
• Demonstrated ability to manage high-volume inboxes and complex calendars remotely, across multiple time zones if needed
• Experience coordinating travel arrangements, including itineraries, bookings, and last-minute changes
• General AI literacy and comfort using AI tools to increase productivity, draft content, or streamline routine tasks

Preferred

• Experience facilitating or supporting virtual webinars, including breakout room management and participant troubleshooting
• Familiarity with scheduling tools such as Calendly or an equivalent
• Exposure to workflow automation tools such as Zapier, even at a basic level

EDUCATION

A degree is not required. Demonstrated competency and consistent professional growth will always carry more weight than a credential alone. Candidates without a degree should hold at least one relevant certification, such as an administrative professional certification, Google Workspace certification, or equivalent. A commitment to continued learning is an expectation of this role.

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