Executive Virtual Assistant & Operations Coordinator

We are seeking a highly organized, proactive, and detail-oriented Executive Virtual Assistant to provide daily administrative, operational, and scheduling support for our executive team and fast-paced remote consultancy. Key Responsibilities & Scope of Work: 1. Executive Calendar & Schedule Management: - Coordinate cross-timezone appointments, client consultations, and team meetings across US (EST/PST) and European time zones using Google Calendar and Calendly. - Proactively resolve scheduling conflicts, set meeting agendas, and send reminders. 2. Inbox Zero & Client Correspondence: - Triage high-volume executive email inboxes (Gmail / Outlook), prioritize urgent inquiries, and draft professional, context-aware responses. - Maintain organized folders, labels, and automated filtering rules. 3. Travel Coordination & Logistics: - Research itineraries, flight options, hotel accommodations, and ground transportation, creating comprehensive travel dossiers with confirmed reservations. 4. Research & Operational Project Support: - Prepare professional executive meeting minutes, follow-up action items, and task tracking inside Notion, Asana, and Trello. - Assist in basic CRM data entry (HubSpot) and lightweight client support via Zendesk/Slack. Required Qualifications: - Demonstrated experience (2+ years) as an Executive Assistant, Virtual Assistant, or Operations Coordinator. - Fluent native-level written and verbal English communication. - Absolute discretion and strict confidentiality regarding proprietary business matters. - Proficient in Google Workspace, Notion, Slack, Zoom, and modern productivity suites.