Executive Virtual Assistant

Job Type: Full-Time

Work Mode: Hybrid 2 days office

Experience: 2+ Years

Department: Executive Support & Operations

About the Role

We are looking for a highly organized, proactive, and tech-savvy Executive Virtual Assistant to provide high-level administrative and operational support to senior executives.

The ideal candidate should have strong communication, time management, and organizational skills, along with practical knowledge of AI-powered tools to improve productivity, streamline workflows, and automate repetitive tasks.

This role requires someone who can independently manage executive schedules, coordinate meetings, handle professional correspondence, conduct research, and use AI tools effectively to support business operations.

Key Responsibilities1. Executive & Administrative Support

• Manage executive calendars, schedule meetings, and coordinate appointments.
• Organize emails, prioritize communications, and draft professional responses.
• Prepare meeting agendas, take minutes, and track action items.
• Manage travel arrangements, itineraries, and expense reports.
• Maintain confidential documents, records, and executive files.
• Handle follow-ups with clients, vendors, and internal teams.

2. AI Tools & Productivity

• Use AI tools such as ChatGPT, Claude, Gemini, and Microsoft Copilot to improve productivity.
• Leverage AI for research, content drafting, summarization, and information organization.
• Identify repetitive administrative tasks that can be streamlined using AI.
• Use AI-powered automation tools to improve workflows and reduce manual work.
• Verify AI-generated information for accuracy, relevance, and professionalism.
• Maintain confidentiality when using AI tools and follow company data security policies.

3. Business Research & Reporting

• Conduct online research on companies, industries, competitors, and potential business opportunities.
• Prepare reports, presentations, spreadsheets, and executive summaries.
• Collect, organize, and analyze information to support business decisions.
• Maintain business databases, contact lists, and CRM records.
• Track project progress and prepare regular status updates.

4. Communication & Coordination

• Draft and manage professional emails, business correspondence, and internal communications.
• Coordinate with clients, vendors, employees, and other stakeholders.
• Follow up on pending tasks, deadlines, and deliverables.
• Support virtual meetings and ensure timely communication across teams.

5. Project & Operations Support

• Track executive priorities, projects, and deadlines.
• Maintain task management systems and ensure timely follow-ups.
• Assist with SOP documentation and workflow improvements.
• Coordinate cross-functional tasks and monitor progress.
• Identify operational bottlenecks and recommend practical solutions.

Required Qualifications

• Bachelor's degree or equivalent practical experience.
• Minimum 2 years of experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or in a similar role.
• Practical experience using AI tools for administrative and business tasks.
• Excellent written and spoken English communication skills.
• Strong organizational, multitasking, and time management abilities.
• Proficiency in Microsoft Office or Google Workspace.
• Experience with calendar management, email management, and meeting coordination.
• Strong research, documentation, and problem-solving skills.
• Ability to work independently with minimal supervision.
• High level of professionalism, discretion, and confidentiality.

AI Tools & Software Knowledge

Candidates should have practical experience with several of the following:

• AI Assistants: ChatGPT, Claude, Google Gemini, Microsoft Copilot.
• Automation Tools: Zapier, Make, or similar workflow automation platforms.
• Project Management: ClickUp, Asana, Trello, or Monday.com.
• Communication: Slack, Microsoft Teams, Zoom, or Google Meet.
• Productivity: Microsoft 365, Google Workspace, and AI-powered productivity tools.
• Research & Documentation: AI-powered research, document summarization, and report-generation tools.

Knowledge of AI workflow automation and prompt engineering will be an advantage.

Preferred Skills

• Experience supporting founders, CEOs, or senior executives.
• Experience working with international clients or distributed teams.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience creating SOPs, reports, and business presentations.
• Familiarity with CRM systems and business process automation.
• Ability to identify opportunities to improve productivity through AI.