Senior Virtual Executive Assistant

Senior Virtual Executive Assistant What is really needed in this role: Own the executive calendar and protect time for strategic thinking, not just book meetings. Drive follow through with external stakeholders and keep multiple conversations moving without constant prompting. Communicate with high level executives in a concise, polished, and business aware manner. Document repeatable processes and identify what should be automated, templated, or delegated. We are seeking a highly capable Senior Executive Assistant to support an executive whose calendar is full, priorities move quickly, and operating leverage matters. This is not a traditional administrative support role. The right person will actively manage executive time, maintain momentum across important conversations, create clarity across competing priorities, and help translate recurring work into documented systems and automations. The ideal candidate is proactive, highly concise, strong with business context, and comfortable interacting with senior stakeholders. They should be tech forward, Mac comfortable, and energized by using AI and no code tools to improve speed, quality, and scale. Core Outcomes for the Role Protect executive focus time by managing a wall-to-wall calendar with sound judgment and disciplined time blocking. Ensure important external communications do not stall by tracking replies, nudging follow ups, and keeping threads moving. Support multiple active priorities at once while creating a single clear operating rhythm for the executive. Capture repeatable work in SOPs and help turn manual tasks into templates, workflows, or automations. Key Responsibilities Calendar ownership: Manage a complex executive calendar, prioritize requests, propose scheduling options, and coordinate meetings with internal and external stakeholders. Executive follow through: Track open loops, draft concise follow ups, and make sure second, third, and fourth touches happen when needed. Time blocking and prioritization: Help structure buffer days, focus days, and free days so the executive has room for both execution and strategic thinking. Meeting readiness: Prepare meeting briefs, relevant context, prior conversation history, and action items so the executive enters meetings fully prepared. Stakeholder communication: Represent the executive professionally in writing and scheduling interactions with senior leaders, partners, and clients. Workflow clarity: Reduce scattered task management by building and maintaining simple, usable systems for priorities, reminders, and follow through. SOP and documentation: Document recurring processes, create checklists and operating procedures, and make it easier for work to be delegated or automated. Automation support: Identify repetitive work that should be templated or automated and collaborate on lightweight AI, Zapier, Make, or no code solutions where appropriate. Cross functional support: Coordinate with internal teams and external partners to keep projects, communications, and deadlines on track. Executive materials: Prepare polished documents, presentations, summaries, and briefing materials with strong business judgment and attention to detail. Must Have Qualifications Executive support experience 5years+: Experience supporting a founder, executive, or senior leader in a fast moving environment with significant calendar ownership. Excellent concise communication: Strong written and verbal English with the ability to communicate clearly, briefly, and professionally with high level stakeholders. External scheduling confidence: Proven ability to coordinate with difficult or high priority stakeholders, propose options, and keep scheduling conversations moving. Business curiosity and context: Able to quickly understand the executive's business, priorities, relationships, and how decisions get made. Systems thinking: Comfortable turning scattered work into simple systems, trackers, reminders, SOPs, or workflows that create clarity. AI and automation mindset: Comfortable using ChatGPT or similar tools and able to spot tasks that should be templated, delegated, or automated. Mac and modern tools fluency: Comfortable working in a Mac based environment and using modern collaboration and communication tools. Discretion and judgment: High level of confidentiality, maturity, and decision making in situations with incomplete information. Preferred Qualifications Experience preparing executive briefs that synthesize prior conversations, meeting context, and supporting materials. Experience creating SOPs in Notion or similar documentation tools. Familiarity with Trello, Notion, Asana, CRM systems, or lightweight project boards. Exposure to Zapier, Make, or other no code automation platforms. Experience supporting a principal who prefers high bandwidth communication and rapid iteration.