Executive Personal Assistant

Role Overview

• Manage and maintain daily to-do lists, priorities, and task tracking
• Handle email management and correspondence, including drafting and responding on behalf of leadership
• Assist with calendar and schedule management, including coordinating meetings and avoiding conflicts
• Support document handling, including organizing, maintaining, and assisting with signing documents
• Assist with invoice tracking and basic administrative coordination
• Step in to support operational gaps and ad hoc tasks as needed
• Build and maintain organized systems and workflows
• Ensure tasks and deliverables are completed efficiently and on time
• Calendar & Schedule Management: Coordinate meetings and manage executive availability
• Communication Management: Prioritize messages, respond appropriately, and ensure follow-ups
• Meeting Coordination: Schedule meetings and track action items
• Administrative Support: Maintain organized files, records, and documentation
• Task & Project Tracking: Monitor deadlines and ensure completion
• Confidentiality: Handle sensitive information with discretion
• Problem-Solving: Identify issues and proactively provide solutions

Requirements

• Strong experience as an Executive Assistant, Personal Assistant, or similar role supporting leadership
• Excellent organizational and multitasking abilities
• Proactive, self-starter with the ability to work independently
• Strong attention to detail and follow-through
• Ability to receive feedback and adjust quickly
• Excellent communication and problem-solving skills
• Ability to manage priorities in a fast-paced environment
• High level of discretion and confidentiality
• Bilingual in English and Spanish (Preferred)
• Experience communicating with Spanish-speaking stakeholders (Preferred)
• Experience supporting operations or business workflows (Preferred)

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.