Executive Virtual Assistant (EA) – Executive Support, Coordination & LinkedIn Outreach

This is a remote position.

About the Client

A senior Human Resources and Leadership professional, Executive Coach, Leadership Consultant, Startup Advisor, and Co-Founder with extensive experience building high-performing cultures and developing organizational and leadership capabilities.

His areas of expertise include HR strategy, leadership development, competency building, talent acquisition, leadership hiring, talent management, employee engagement, coaching, succession planning, diversity and inclusion, organizational transformation, and capability building.

He has worked with Fortune 500 organizations and major growth brands and is also an international conference/academy speaker on HR and leadership topics.

The successful candidate will work closely with Pratap and provide reliable executive and administrative support while also assisting with LinkedIn-based outreach and lead generation.

Role Overview

We are looking for a highly organized, proactive, reliable, and tech-savvy Executive Virtual Assistant who can support the client with day-to-day executive coordination, communication, administrative tasks, meeting management, presentations, and selected business development activities.

The ideal VA should be comfortable working independently, managing multiple priorities, communicating professionally with clients and stakeholders, and using AI tools such as ChatGPT and Claude to improve productivity and efficiency.

The role will also involve LinkedIn research, Sales Navigator, lead generation, and outreach, making candidates with both Executive Assistant and business-development support experience particularly valuable.

The client is specifically looking for a VA with strong intellectual and analytical capabilities who can understand complex instructions, connect information, and work independently without requiring constant supervision.

The ideal candidate should demonstrate:

• Strong analytical and critical-thinking skills
  
• High ability to understand and process information quickly
  
• Excellent problem-solving and decision-making abilities
  
• Ability to understand the bigger picture rather than simply following instructions
  
• Strong ability to learn new tools, systems, and processes quickly
  
• Ability to handle complex or unfamiliar tasks with minimal guidance
  
• Strong logical reasoning and attention to detail
  
• Ability to anticipate potential issues and proactively recommend solutions
  
• Good judgment when determining which matters require escalation
  
• Ability to use AI tools intelligently to research, analyze, and improve work output
  
• High intellectual capacity and learning agility, particularly for supporting executive-level responsibilities
  

Key Responsibilities

1. Executive & Administrative Support

• Provide day-to-day virtual executive assistance to the client.
  
• Help organize and coordinate the client's schedule and commitments.
  
• Manage and coordinate meetings and appointments.
  
• Assist with calendar scheduling and meeting coordination.
  
• Ensure the client is properly prepared and informed about upcoming meetings and commitments.
  
• Follow up on action items and important requests as needed.
  
• Help manage administrative tasks to ensure the client's day-to-day activities run smoothly.
  

2. Email & Communication Management

• Monitor and manage the client's email correspondence.
  
• Respond to routine emails on the client's behalf where appropriate.
  
• Coordinate directly with clients and other stakeholders primarily through email.
  
• Organize and prioritize incoming correspondence.
  
• Identify important or sensitive emails that require the client's attention and escalate them appropriately.
  
• Maintain professional and timely communication with clients and contacts.
  
• Follow up on outstanding emails and requests.
  

Important: The client specifically indicated that email will be the primary channel for client communication, so strong written English and professional email etiquette are essential.

3. Meeting Coordination & Representation

• Coordinate meetings and appointments.
  
• Manage meeting schedules and invitations.
  
• Ensure relevant information and materials are prepared ahead of meetings.
  
• Where required, represent the client during meetings or attend meetings on his behalf.
  
• Take notes, document action items, and communicate follow-ups when appropriate.
  
• Ensure commitments and follow-ups from meetings are properly tracked.
  

4. Presentations & Business Documents

• Create and/or assist with preparing professional presentations.
  
• Format and organize business documents and presentation materials.
  
• Assist the client in preparing materials for meetings, coaching sessions, consultations, presentations, or other professional engagements.
  
• Use AI tools to help research, organize, summarize, and develop presentation content where appropriate.
  

5. Payments & Receivables Support

• Assist with administrative coordination related to payments and receivables.
  
• Track payment-related information and outstanding receivables.
  
• Follow up on payment-related matters when instructed.
  
• Maintain organized records and communicate relevant updates to the client.
  
• Escalate payment issues or sensitive financial matters to the client when necessary.
  

Note: The VA is expected to provide administrative/coordination support rather than independently make financial decisions unless specifically authorized by the client.

6. LinkedIn & Sales Navigator

• Assist with the client's LinkedIn activities.
  
• Conduct prospect and contact research using LinkedIn Sales Navigator.
  
• Identify relevant prospects, potential clients, business contacts, and leads based on the client's criteria.
  
• Build and maintain prospect lists.
  
• Conduct LinkedIn-based outreach and follow-ups.
  
• Support lead generation activities.
  
• Track outreach activities, responses, and follow-ups.
  
• Maintain organized records of prospects and communications.
  
• Help identify opportunities for the client based on his professional network and target audience.
  

7. Lead Generation & Outreach

• Research potential clients, organizations, decision-makers, and relevant professional contacts.
  
• Assist with identifying qualified leads.
  
• Conduct outreach and follow-up activities based on the client's instructions.
  
• Maintain accurate lead/prospect information.
  
• Monitor responses and escalate promising opportunities to the client.
  
• Support the client in developing and maintaining a consistent outreach pipeline.
  

8. Social Media Support

• Provide occasional support for the client's LinkedIn presence.
  
• Assist with LinkedIn-related research, engagement, outreach, and follow-up.
  
• Support content or activity coordination when requested.
  

The client indicated that social media support is needed only occasionally, with LinkedIn being the primary platform.

9. AI-Assisted Productivity

The VA should be comfortable leveraging AI to improve efficiency and quality of work.

Responsibilities may include:

• Using ChatGPT and Claude for research, drafting, summarization, brainstorming, and administrative support.
  
• Using AI to help create and refine presentations.
  
• Researching and organizing information efficiently.
  
• Improving email drafts and business communications.
  
• Using AI responsibly while maintaining confidentiality and accuracy.
  
• Knowing when human judgment and verification are required rather than relying solely on AI-generated information.
  

Required Skills & Qualifications

Essential

• Previous experience as an Executive Assistant, Virtual Executive Assistant, Personal Assistant, Administrative Assistant, or similar role.
  
• Strong written and verbal English communication skills.
  
• Excellent email writing and professional communication skills.
  
• Strong organizational and time-management abilities.
  
• Ability to manage calendars, meetings, emails, and multiple priorities.
  
• Strong attention to detail.
  
• Ability to work independently with minimal supervision.
  
• Proactive approach to identifying and completing tasks.
  
• Ability to communicate professionally with clients and business stakeholders.
  
• Experience with LinkedIn and LinkedIn Sales Navigator.
  
• Experience in lead generation and outreach.
  
• Comfortable creating or assisting with professional presentations.
  
• Comfortable using AI tools, particularly ChatGPT and/or Claude.
  
• Ability to handle confidential and sensitive business information professionally.
  
• Strong follow-up and coordination skills.
  

Preferred

• Previous experience supporting a C-level executive, founder, consultant, coach, entrepreneur, or senior professional.
  
• Experience in HR, recruitment, executive coaching, consulting, leadership development, or professional services.
  
• Experience with LinkedIn prospecting and B2B outreach.
  
• Experience with lead generation for consulting or professional services businesses.
  
• Experience preparing presentations for executives or clients.
  
• Familiarity with CRM, project management, calendar, or productivity tools.
  
• Experience coordinating meetings on behalf of senior executives.
  

Ideal Candidate Profile

The ideal VA is:

• Proactive rather than someone who waits to be told what to do.
  
• Highly organized and able to keep track of multiple commitments.
  
• Reliable and dependable, particularly with deadlines and follow-ups.
  
• Professional and polished when communicating with clients and business contacts.
  
• Tech-savvy and comfortable learning new tools.
  
• AI-friendly and able to use AI to work smarter and faster.
  
• Resourceful and capable of finding solutions independently.
  
• Detail-oriented without losing sight of priorities.
  
• Discreet and trustworthy when handling confidential information.
  
• Adaptable, as the role may involve a variety of executive, administrative, and business-development tasks.
  
• Comfortable working with a senior executive and taking ownership of assigned responsibilities.
  

Tools & Technology

Confirmed/Specifically Mentioned

• ChatGPT
  
• Claude
  
• LinkedIn
  
• LinkedIn Sales Navigator
  

Potentially Useful

The following were not specifically confirmed by the client, but experience with them would be advantageous:

• Google Workspace
  
• Microsoft Office
  
• Google Calendar
  
• Microsoft Outlook
  
• Zoom
  
• Canva
  
• CRM platforms
  
• Project/task management tools
  
• Spreadsheet and reporting tools
  

Working Arrangement

• Minimum commitment: 10 hours/week
  
• Approximately 2 hours per day
  
• Flexible working schedule
  
• The client does not require the VA to strictly match his time zone, provided agreed deliverables and responsibilities are completed.
  
• Ongoing engagement rather than a one-off project.
  
• The VA should be able to manage tasks independently within agreed deadlines.