Executive Assistant

Looking for: Executive Assistant

Role Overview: 

We are seeking a highly organized, proactive, and trustworthy Executive Virtual Assistant to support a growing coaching and consulting business. This role will provide executive, administrative, and operational support, helping streamline client onboarding, calendar management, communications, expense tracking, and workflow organization.

The ideal candidate is experienced in executive assistance, comfortable working independently, highly detail-oriented, and capable of handling confidential information with professionalism and discretion. Experience with AI tools, particularly Claude and Claude Co-Work, is strongly preferred.

Scope of Work:

Executive & Administrative Support

• Manage and maintain business calendar and appointment schedules
  
• Coordinate client onboarding and scheduling activities
  
• Handle appointment rescheduling and calendar adjustments
  
• Assist with managing work-related email communications
  
• Draft and send routine responses on behalf of the business owner
  
• Provide limited personal administrative support as needed
  

Client Support & Meeting Preparation

• Organize and maintain client coaching notes
  
• Prepare and send daily meeting summaries and client notes before scheduled sessions
  
• Support onboarding documentation and client-related administrative tasks
  

Expense Management

• Track and organize business expenses
  
• Upload and categorize receipts in QuickBooks
  
• Assist with expense reconciliation and reporting
  
• Maintain accurate records of business-related expenditures
  

Social Media & Content Support

• Schedule social media posts across multiple platforms
  
• Assist with content publishing workflows
  
• Support content organization and scheduling calendars
  

Optional / Bonus Responsibilities

• Basic video editing using tools such as CapCut
  
• Trim videos, remove filler words, and create short clips from long-form content
  
• Provide light design support using Canva when needed
  

Qualifications:

Required

• Previous experience as an Executive Assistant, Virtual Assistant, or Administrative Assistant
  
• Strong calendar management and scheduling experience
  
• Excellent written and verbal communication skills
  
• Experience handling confidential and sensitive information
  
• Strong organizational and time-management skills
  
• Ability to work independently with minimal supervision
  
• Proactive problem-solving mindset and ability to take initiative
  
• High attention to detail and accuracy
  
• Experience with expense tracking and administrative processes
  

Preferred

• Experience using Claude AI and/or Claude Co-Work
  
• Experience with QuickBooks
  
• Familiarity with client onboarding processes
  
• Experience supporting coaches, consultants, entrepreneurs, or small business owners
  
• Social media scheduling experience
  
• Basic video editing skills
  
• Canva experience
  

Tools & Platforms, candidates should be comfortable working with:

• Google Calendar
  
• Gmail / Google Workspace
  
• QuickBooks
  
• Acuity Scheduling ( under Squarespace)
  
• Claude AI / Claude Co-Work (preferred)
  
• Canva (preferred)
  
• CapCut or similar video editing software (preferred)
  

Work Schedule:

• Part-time: Starting with a minimum of 10 hours per week; flexible work schedule
  
• Opportunity for hours to increase as the business grows
  
• Must be able to coordinate communications and scheduling aligned with U.S. business hours
  
• Business owner is based in Eastern Time (EST)
  

Target Start Date: ASAP with the priority is finding the right long-term fit VA