Own the executive’s calendar: schedule, reschedule, and protect time thoughtfully
Enforce meeting rules, such as:
No bookings without sufficient notice
No meetings accepted without a clear purpose/agenda
Coordinate recurring calls with clients and make sure only necessary people attend (e.g., excuse CEO/COO if their presence isn’t required)
Send pre-call notifications to clients following agreed cadences
Confirm what clients want to cover so calls are focused and necessary
Prepare clear, concise agendas for recurring client meetings based on:
Previous notes
Client updates
Internal priorities
Follow up post-call to ensure action items are tracked and visible to the team
Provide daily or weekly agendas for the CEO/COO so they know exactly what’s coming up and what’s needed
Do light admin around reports, follow-ups with internal staff, and status checks
Keep information organized in HubSpot and internal tools so that executives don’t have to chase details

2–4+ years of experience as an Executive Assistant / Virtual Assistant / Operations Assistant
Strong written and verbal English communication skills
Comfortable communicating with B2B clients in a professional, concise, and direct way
Proven experience with:
Calendar management & scheduling
Preparing meeting agendas
Coordinating recurring client calls
Ability to follow and enforce simple rules and cadences (e.g., no agenda = no meeting)
Highly reliable, organized, and detail-focused – you close the loop and don’t drop balls
Comfortable working with direct, straightforward executives and not shutting down or disappearing when given honest feedback
Able to work consistently within Mountain Time (MT) business hours

Executive Virtual Assistant – Licensing, Financial Crime Prevention

Key skills