Executive Assistant

Executive Assistant to support the CEO

About the Role

VPR is seeking a highly organized, proactive, and resourceful Executive Assistant to support the CEO.

This role is ideal for someone who thrives in a fast-paced environment, communicates exceptionally well, and enjoys streamlining operations through organization, technology, and smart systems.

The ideal candidate has a strong foundation in executive support such as calendar management, inbox coordination, research, and light outreach - while also bringing additional value through bookkeeping or expense management experience, strong writing ability, and familiarity with AI or automation tools.

Key Responsibilities

Executive Support

• Manage complex calendars, schedule meetings, and coordinate logistics
• Monitor, organize, and draft responses for executive email inboxes
• Assist with communications, drafting messages, and preparing documents
• Conduct research to support strategic decisions and key projects
• Handle travel planning, booking, and detailed itinerary preparation
• Support light outreach, follow-up communication, and information gathering

Operations & Administrative Support

• Oversee expense tracking, invoice preparation, and basic bookkeeping tasks
• Process reimbursements and manage receipts/files in organized systems
• Maintain documentation, templates, and internal operational workflows
• Prepare meeting agendas, summaries, and action items
• Assist with project coordination and internal task assignments

Technology & Automation

• Use AI and automation tools to streamline workflows (e.g., drafting, summarizing, organizing data, and task automation)
• Maintain and improve digital organization systems (Google Workspace, project tools, etc.)
• Identify opportunities to optimize processes with technology

Qualifications

• 3–5+ years of experience as an Executive Assistant or similar role
• Strong writing and communication skills
• Excellent organization, attention to detail, and time management
• Experience with invoicing, bookkeeping, or financial admin tasks
• Comfort with tools such as Google Workspace, Slack, task/project tools
• Familiarity with AI or automation tools (e.g., Notion AI, ChatGPT, Zapier, etc.)
• High level of professionalism, confidentiality, and discretion
• Self-starter able to work autonomously and anticipate needs

Preferred Skills (Nice to Have)

• Experience supporting founders or senior executives
• Knowledge of CRM or workflow tools (HubSpot)
• Ability to manage small projects and coordinate across teams