Executive & Business Operations Virtual Assistant

Full-Time Executive & Business Operations Virtual Assistant

Client Industry: Managed IT Services

Employment Type: Full-Time

Work Setup: Remote

Client Location: Pennsylvania, USA

Salary: 50KPHP/Monthly

Role Summary

Our client is a managed IT, cybersecurity, compliance, and AI automation provider serving accounting firms, law offices, dental practices, and manufacturers since 2005. They run on AI and automation every day, and we expect this role to as well.

The Virtual Executive Assistant protects the founder's time and attention. You will own the inbox, the calendar, and the daily plan, so the Client spends his day on the work that only he can do. You will also keep client relationships warm, coordinate events and speaking engagements, prepare the Client for every meeting, and keep his personal commitments from colliding with work.

This is a high-trust role. You will see client information, financial details, and personal matters, and you will handle all of it with discretion.

SCOPE OF WORK

We will recruit, onboard, and provide ongoing support for a dedicated full-time Virtual Executive Assistant to support the Client in managing executive priorities, coordinating business activities, maintaining client relationships, and ensuring operational and personal commitments are organized and followed through. The VA’s Scope of Work is outlined below:

Executive & Personal Schedule Management

Manage the executive’s inbox, calendar, and daily priorities by organizing incoming communications, drafting responses, flagging time-sensitive matters, and coordinating meetings, appointments, and focus blocks. Prepare daily briefs, end-of-day summaries, and weekly planning reviews while coordinating personal commitments and online errands alongside business responsibilities to help protect the executive’s time and maintain an organized schedule.

Meeting Preparation, Team Coordination & Follow-Through

Prepare briefing materials and agendas for internal, client, and vendor meetings, including relevant background information, outstanding items, and desired outcomes. Coordinate with team members to communicate decisions, track commitments, follow up on action items through the designated task dashboard, and monitor outstanding responsibilities through completion. Assist with scheduling internal meetings, reviews, and team events to support accountability and operational continuity.

Event & Speaking Engagement Coordination

Research and track relevant speaking opportunities, industry association events, and networking activities aligned with the company’s target markets. Coordinate event submissions, registrations, speaker materials, travel bookings, deadlines, invitations, RSVPs, and vendor communications. Support customer event logistics and prepare networking plans, attendee target lists, and post-event follow-ups.

Marketing, Podcast & AI-Assisted Productivity Support

Assist with AI-supported marketing workflows for blog posts, social media content, podcast promotion, and email campaigns. Coordinate with the external marketing agency to communicate requests, track deliverables, review content for accuracy and brand voice, and route drafts for executive approval. Support the “Off the Stack” podcast through guest outreach, scheduling, and preparation of briefing notes. Use AI tools to assist with drafting, summarization, meeting preparation, and recurring administrative tasks, while reviewing all outputs for accuracy, tone, and completeness. Identify opportunities to improve repetitive workflows and share potential automation recommendations with the company’s automation team.

Client Relations & Relationship Management

Maintain client milestone calendars covering anniversaries, renewals, birthdays, and key achievements. Prepare client check-in emails, follow-up communications, thank-you messages, and digital gifts while keeping contact records current. Coordinate with the local team when physical correspondence or on-site assistance is required to support timely, thoughtful, and consistent client engagement.

Administrative Operations, Documentation & Confidentiality

Assist with expense tracking, receipt collection, expense reporting, subscription and renewal management, file organization, and shared-folder maintenance. Develop and update standard operating procedures (SOPs) for recurring responsibilities to promote consistency and repeatability. Handle confidential business, client, financial, and personal information with discretion and follow the company’s established security and data-handling requirements.

Key Responsibilities

Inbox management

• Triage Client's inbox at least twice daily: respond, delegate, file, or flag for his decision

• Draft replies in Client's voice for his review, and send routine replies on his behalf once approved

• Unsubscribe, filter, and keep the inbox near zero

• Flag time-sensitive client, sales, and vendor items the same day

Daily planning and calendar

• Build Client's day each morning based on task priority, deadlines, and energy, with focus blocks for deep work

• Send a short morning brief: today's meetings, top three priorities, open decisions, and anything overdue

• Send an end-of-day wrap: what got done, what moved, and what is on deck for tomorrow

• Manage scheduling, rescheduling, travel time, and buffers between meetings

• Run a weekly planning review with Client to set the coming week's priorities

Meeting preparation

• Prepare a brief for every internal, client, and vendor meeting: who is attending, purpose, history, open items, and the outcome Client wants

• For client meetings, pull account context such as open tickets, recent projects, renewals, and past notes

• Use our meeting task dashboard, which pulls action items from meetings automatically, to confirm owners and follow up until each item closes

• Prepare agendas for recurring internal meetings such as the weekly L10

Events and speaking engagements

• Research and track speaking opportunities, association events, and networking events that fit our target verticals

• Handle logistics for speaking events: submissions, deadlines, bios, headshots, slide delivery, travel bookings, and follow-up with organizers

• Coordinate customer events remotely: venue booking, invitations, RSVPs, vendors, and post-event follow-up, with our local team handling anything on site

• Plan in-person networking for Client: pick the right events, register, prep a short attendee target list, and log new contacts afterward

Client relations

• Keep a calendar of client milestones: anniversaries, renewals, birthdays, and key wins

• Order gifts through online services that ship directly to clients, and send e-cards and thank-you emails

• Hand off anything that needs to be physically mailed, such as handwritten cards, to our local team with clear instructions

• Draft check-in emails and follow-ups so no client goes quiet for too long

• Keep contact records current after every touchpoint

Team coordination

• Act as the link between Client and the team: relay decisions, chase updates, and keep projects moving

• Track commitments Client makes to staff and make sure they get done

• Coordinate schedules for internal meetings, reviews, and team events

Marketing support

• Assist with our AI marketing workflows for blog posts, social content, podcast promotion, and email campaigns

• Work with our external marketing agency: share requests, track deliverables and deadlines, and route drafts to Client for approval

• Review content for accuracy and brand voice before it goes to Client

• Support the "Off the Stack" podcast: guest outreach, scheduling, and prep notes

Personal assistance

• Manage personal appointments, family commitments, and reminders alongside the work calendar

• Handle personal errands that can be done online: bookings, renewals, orders, and reservations

• Protect personal time blocks and flag conflicts early

Admin and operations

• Track expenses, collect receipts, and submit reports

• Manage subscriptions and renewals for tools Client uses

• Keep files, SOPs, and shared folders organized

• Write and update SOPs for any recurring task you take over, so the work is repeatable

How you will use AI

AI is part of how this job gets done, not an add-on. We expect you to use AI tools daily and to look for ways to make the work faster every month.

• Use Claude and other AI assistants to draft emails, summarize threads, build meeting briefs, and plan the day

• Use our meeting task dashboard to track action items pulled from meetings

• Suggest ways AI could take over repetitive tasks, and share them with our automation team

• Check AI output before it goes out. You are responsible for accuracy, tone, and anything sent in Client's name

• Follow our security and data handling rules for client information, since we are a SOC 2 certified company

Tools you will work in: Microsoft 365 (Outlook, Teams, OneDrive, SharePoint), Claude, and our meeting task dashboard. No technical or automation skills are needed. Training is provided on anything you have not used.

REQUIREMENTS

Required

• 3+ years supporting a founder, CEO, or senior executive, ideally a US-based one

• Comfortable using AI tools such as Claude or ChatGPT every day, with examples of how you used them to save time

• Excellent written and spoken English, with the ability to match someone else's voice

• Experience managing a busy inbox and calendar in Microsoft 365

• Highly organized, with a track record of following up until things close

• Sound judgment on what needs Client's attention and what does not

• Proven discretion with confidential business and personal information

• Able to work US Eastern time business hours

• Reliable internet and a quiet, private workspace

Nice to have

• Experience in an MSP, IT services, or professional services firm

• Experience coordinating events remotely with venues and vendors

• Experience working with a marketing agency or outside vendors

• Background supporting marketing or podcast production

Traits we hire for

• Anticipates needs instead of waiting to be asked

• Comfortable making decisions and owning the result

• Curious about new tools and quick to try them

• Calm under pressure when priorities shift mid-day

Success Metrics

First 30 Days

• You own inbox triage and the calendar. Morning brief and end-of-day wrap go out every workday.

Within 60 Days

• Every meeting has a prep brief. Client touchpoint calendar is built and notes and gifts go out on time.

Within 90 Days

• You run event logistics end to end, support the marketing workflows with our agency, and have suggested at least two ways AI could save time.

Ongoing Success

• Client gets back 10+ hours a week, nothing falls through the cracks, and their clients feel remembered.