Location: Remote (India)
Employment Type: Full-Time
Remote | Full-Time - NIGHT SHIFT (EST TIME)
Role Summary
The Virtual Executive Assistant (VEA) provides high leverage remote personal and professional administrative support that helps the CEO stay focused on strategic priorities with all of his for-profit and not for profit entities by owning scheduling, coordination, tracking, and follow through across personal and business workflows—while operating within defined separation of duties and confidentiality standards.
Reporting / Working Relationship
- Works in daily coordination with the Personal Assistant to the CEO to ensure tasks are completed timely, accurately, and completely.
- Operates within strict separation of duties for sensitive information which is handled by the Accounting Department (e.g., SSN, bank accounts, tax IDs).
Core Responsibilities (Virtual)
1) Calendar, Scheduling & Communication (Primary)
- Manage the CEO’s calendar to reduce operational dependency, keeping invites concise and outcome focused.
- Schedule meetings/appointments within 24 hours of request/notification; maintain required buffers (including a 15 minute pre meeting buffer).
- Confirm meeting details/locations within required windows (commonly 48 hours prior where specified).
- Add placeholders, resolve conflicts proactively, and conduct a rolling look ahead (upcoming week) to identify and communicate conflicts.
- Follow up scheduling emails with a phone call to introduce yourself and confirm coordination.
- Apply scheduling rules (e.g., travel constraints, time zone labeling, meeting caps by type).
- Example work seen in email threads: adjusting invites/times and circulating detailed agendas for CEO events.
2) Medical Admin & Health Coordination (High Priority)
- Monitor correspondence across health portals (e.g., MyChart/LabCorp) and take action daily.
- Schedule medical appointments within required timelines; add buffers; complete e check ins/paperwork; send reminders (including WhatsApp reminders where specified).
- Confirm appointments and ensure required documentation/records are prepared and shared as needed.
- Coordinate access for designated stakeholders to healthcare portals and track actions in SharePoint.
- Example work seen in email threads: confirming appointment status, requirements to bring ID/imaging, and coordinating therapy consults/calendar updates.
3) Task Tracking, Follow Through & Documentation
- Track all tasks in Planner and keep notes updated to reflect progress, blockers, and completion.
- Maintain/refresh trackers and spreadsheets as needed (e.g., questions lists, schedules, order lists, comparison sheets).
- Conduct weekly follow ups on open email requests and ensure nothing ages without action.
4) Meetings Logistics, Interviews, Recordings & File Access
- Schedule and support interviews with prospective hires; ensure invites include agenda and necessary prep/recap time blocks per guidelines.
- Distribute meeting links/recaps and ensure recordings/transcripts are available when required.
- Manage permissions and shared access to folders/files for internal and external stakeholders.
- Example work seen in email threads: sending interview recording links and granting requested access to stakeholders.
5) Travel & Logistics Support (as assigned)
- Support travel-related coordination referenced in the procedure manual scope (e.g., booking travel, parking, reimbursements, Brightline travel items).
- Ensure calendar entries reflect travel timing and constraints (e.g., airport arrival buffers, no virtual meetings while traveling).
6) Business & Admin Support (as assigned)
- Monitor emails where CC’d and take action to respond/advance items to support the CEO.
- Maintain organized online folders and labels; support task tracking (including HubSpot task tracking where specified).
- Update CEO expenses in Tallie on the defined cadence where assigned.
7) Research & Information Gathering ?
The Virtual Executive Assistant performs focused, task driven research to support the CEO and Personal Assistant, including:
- Researching information to support personal, business, medical, travel, and administrative decisions.
- Gathering and organizing background information needed for meetings, interviews, and follow ups before items reach the CEO.
- Supporting acquisition, customer, partner, or internal coordination by compiling requested background materials.
- Completing applications, forms, and preparatory documentation based on researched inputs.
Confidentiality / Separation of Duties (Non Negotiable)
- Sensitive data (SSN, banking, company tax IDs, and similar) must be kept separate and handled only by the designated roles (Accounting Department, as referenced).
Success Measures (What “Great” Looks Like)
- Operates autonomously within established procedures, requiring minimal direction while maintaining accuracy, judgment, and discretion.
- Anticipates needs and solves issues proactively, addressing conflicts, gaps, and risks before CEO involvement is required.
- Takes full ownership of outcomes, ensuring issues are resolved, documented, and do not recur.
- Continuously improves workflows by introducing innovative, practical process enhancements that reduce friction and save time.
- Leverages AI and automation (including Microsoft Copilot and approved AI tools) to increase speed, consistency, and quality of scheduling, documentation, research, and task tracking.
- Maintains a high quality, intentional calendar—clear agendas, proper buffers, correct priorities, and accurate travel logic.
- Delivers reliable, closed loop execution with no surprises, enabling the CEO to delegate with confidence.
Required Skills (Non Negotiable)
- Instruction Accuracy & Interpretation
Ability to read directions carefully, confirm intent when unclear, and execute exactly as requested—without creating parallel documents, trackers, or workflows unless explicitly instructed.
- Attention to Detail & Follow Through
Demonstrated discipline in confirming dates, times, locations, access, and deliverables; ensures no partial, assumed, or ambiguous execution.
- Clear Confirmation & Closed Loop Communication
Confirms completion, changes, and next steps proactively; avoids vague acknowledgements in favor of specific, outcome based updates.
- Proactive Clarification & Judgment
Recognizes when instructions may conflict, be incomplete, or lead to rework—and seeks clarification before executing, not after.
- Task Prioritization & SLA Discipline
Consistently meets stated turnaround expectations (e.g., 24 hour scheduling standard, confirmation timelines) without reminders or escalation.
- Workflow & Document Discipline
Maintains single sources of truth; updates existing documents and trackers rather than creating duplicates that cause confusion.
- Executive Grade Written Communication
Writes concise, precise messages suitable for executive review—free of ambiguity, omissions, or unnecessary narrative.
- Process Orientation & Continuous Improvement
Converts recurring corrections or feedback into lasting process changes to prevent repeat issues.
Proficient with Microsoft 365 (Outlook, Teams, SharePoint, Planner) and AI tools (Microsoft Copilot) to improve accuracy, summarize instructions, validate outputs, and reduce execution errors.
Primary Tools / Systems
Outlook/Calendar & Teams (meeting logistics), Planner (task tracking), SharePoint (records & trackers), WhatsApp (reminders where specified), plus business systems referenced for task/expense workflows (e.g., HubSpot, Tallie).
