Virtual Assistant

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is a dynamic, mission-driven organization led by a visionary Chief Executive whose impact extends well beyond day-to-day operations. With a growing portfolio of programs, community initiatives, leadership development networks, and large-scale events, this organization operates with the energy and complexity of a mid-sized enterprise — one that demands exceptional coordination, proactive thinking, and unwavering attention to detail at every level. The culture is one of excellence, continuous improvement, and deep commitment to the communities served. As they scale their reach and deepen their impact, they are building out a lean, high-performing remote team of operators who can think strategically, execute flawlessly, and serve with discretion. This is an organization where the work is meaningful, the standards are high, and the right person will have the opportunity to grow alongside a leader who moves fast and builds with purpose.

Role Overview

The Executive Assistant serves as the right-hand and strategic thought-partner to the Chief Executive, responsible for freeing executive bandwidth by owning calendar management, project coordination, high-level communications, and VIP event curation with precision and professionalism. This is not a traditional administrative role — it is a chief-of-staff hybrid that requires someone equally comfortable driving strategic follow-through as they are managing the intricate logistics of a busy executive's day. The Executive Assistant will act as a critical connective tissue between leadership and all areas of the organization, ensuring nothing falls through the cracks and every priority moves forward.

Fully Remote (Work from Home) | 9AM - 5PM EST

Key Responsibilities:

Executive Calendar & Priority Management

• Own and audit the Chief Executive's calendar end-to-end, ensuring all meetings, travel, and commitments are organized with precision and strategic intent.

• Anticipate scheduling conflicts, proactively resolve gaps, and ensure the executive's time is protected and optimized at all times.

• Prepare meeting rooms and briefing materials for all scheduled on-campus and virtual meetings.

Communications & Liaison

• Manage all inbound and outbound communications on behalf of the Chief Executive, including emails, voicemails, and correspondence — ensuring timely, professional responses aligned to organizational tone and brand guidelines.

• Act as the primary liaison between the Chief Executive and internal staff, external partners, and stakeholders, ensuring clear and accurate information flow in all directions.

• Draft, send, and manage templated and custom communications including thank-you emails, congratulations notes, bereavement outreach, and follow-up correspondence.

Project Coordination & Strategic Follow-Through

• Track and drive progress on key organizational initiatives, flagging risks, escalating blockers, and ensuring deadlines are met across multiple concurrent projects.

• Support the management and expansion of key programs including leadership development networks, educational initiatives, and community foundations.

• Assist with recruiting and hiring activities as directed by the Chief Executive.

Event Planning & VIP Coordination

• Plan, organize, and execute high-level corporate events, private gatherings, fundraisers, and networking experiences that align with organizational goals and the executive's availability.

• Secure access to exclusive conferences, private galas, and members-only events; curate VIP experiences that reflect the executive's brand and standards.

• Coordinate event rentals, respond to rental inquiries, and manage all logistics for worship experiences and campus events end-to-end.

• Arrange personal and wellness appointments including fitness, health, grooming, leisure, and personal shopping as needed.

Operations & Administrative Leadership

• Complete and manage daily, weekly, and checklist-driven operational workflows including Office Prep, Campus Shutdown, and Administrative Office checklists.

• Manage and oversee Digital Administrative Dream Team members, Online Campus Ambassadors, and administrative volunteers — assigning tasks, coaching performance, and ensuring full coverage for all experiences and events.

• Verify and reconcile bank deposits following worship experiences per stewardship protocols.

• Maintain and update vendor password lists, device codes, and access credentials in accordance with security protocols.

• Manage meeting agendas including Dream Team Meeting Agendas, Operations Meeting Agendas, and Office of the Bishop Agendas on a weekly cadence.

Technology & Tools

• Leverage Google Workspace (Docs, Sheets, Calendar, Gmail) for day-to-day operations and communications.

• Use Planning Center Online and relevant project management platforms to coordinate experiences, track tasks, and manage workflows.

• Maintain proficiency across calendar systems, email platforms, and internal communication tools as required by the organization.

Qualifications — Experience:

• 3+ years of experience directly supporting a founder, executive, pastor, or senior organizational leader in a fast-paced environment.

• Demonstrated experience in advanced calendar management and complex travel coordination across multiple time zones and priorities.

• Proven track record in project coordination with strong follow-through — able to manage multiple initiatives simultaneously with minimal oversight.

• Experience planning and executing high-level events, VIP experiences, private gatherings, or large organizational functions.

• Background managing or overseeing administrative staff, volunteers, or support teams is strongly preferred.

• Experience handling sensitive communications and confidential information with the utmost professionalism and discretion.

• Familiarity with Google Workspace, Planning Center Online, or comparable project management and calendar platforms.

Qualifications — Skills:

• Exceptional written communication — able to draft polished, on-brand correspondence independently with minimal revision required.

• High discretion and confidentiality — trusted with sensitive organizational, financial, and personal information at the executive level.

• Proactive and self-directed — takes initiative, anticipates needs, and drives follow-through without waiting to be told what to do next.

• Strong organizational instincts — able to create order from complexity, maintain multiple systems simultaneously, and never let priorities slip.

• Composure under pressure — thrives in high-stakes, fast-moving environments where priorities shift and last-minute changes are the norm.

• People leadership capability — able to coach, assign, and hold accountability with team members and volunteers in a respectful, mission-aligned way.

• Detail orientation — catches errors before they matter, maintains checklists rigorously, and takes quality personally.

• Adaptability and growth mindset — committed to continuous improvement and willing to evolve with the role as the organization scales.

This is a rare opportunity to step into a high-visibility, high-impact role at the side of a visionary leader — one where your organizational instincts, communication skills, and ability to execute will directly shape the effectiveness of the entire organization. You will have real ownership, real responsibility, and the chance to grow into a Director-level path as the organization continues to expand. If you are someone who thrives on being the person who makes everything run, who takes pride in flawless execution, and who wants to do meaningful work alongside a leader who moves with purpose — this role was built for you.

Application Process:

To be considered for this role these steps need to be followed:

• Fill in the application form

• Record a video showcasing your skill sets