Executive Virtual Assistant

This role serves in the professional services industry, providing comprehensive executive assistant support to a founder-level client within a fast-paced, technology-driven business environment. The ideal candidate will manage calendar and inbox management, coordinate meetings, assist with business development pipeline maintenance in HubSpot, and support fundraising administration with strong attention to detail. The role requires a proactive, organized professional with experience supporting C-suite executives, an affinity for AI-augmented workflows, and excellent communication skills. This position is well-suited for someone eager to leverage emerging technologies and work within a globally distributed remote team.

Work Schedule

• Full-time, Monday to Friday, 40 hours per week
• Aligned primarily with Eastern Time Zone (ET) business hours to support the founder in Nashville, Tennessee, with some flexibility for early morning and late afternoon requests.

Responsibilities:

• Manage the executive’s inbox and calendar, including scheduling and coordinating internal and external meetings while adhering to established preferences and priorities.
• Serve as the primary point of contact for scheduling and communications, managing follow-ups and action items through tools like HubSpot for sales/business development activities.
• Support fundraising operations by organizing documents, maintaining Google Drive with proper naming conventions, and ensuring administrative tasks are executed accurately.
• Facilitate travel arrangements including conferences, investor meetings, and customer visits, providing end-to-end calendar and logistics support.
• Assist with personal tasks and household-related requests as needed, demonstrating discretion and professionalism.
• Leverage AI tools and agents (primarily Claude) to efficiently gather information, augment processes, and quickly adapt to new software and workflows.
• Maintain strong, clear communication across Slack and email in a distributed, asynchronous remote team environment.
• Participate in onboarding and continuous feedback cycles to enhance role effectiveness and partnership success.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, Marketing, or a related field is preferred.
• Minimum of 3-5 years of progressive experience as an Executive Assistant or administrative professional supporting founder, CEO, or senior leadership level.
• Proficiency with Google Workspace (Calendar, Drive, Docs), HubSpot CRM, Microsoft 365, and familiarity with QuickBooks is highly desirable.
• Demonstrated ability to quickly learn and integrate AI-assisted productivity tools, particularly Claude or equivalent, to support task completion and research.
• Strong English communication skills, both written and verbal, with high emotional intelligence and professionalism in client-facing interactions.
• Excellent organizational skills, attention to detail, and ability to manage multiple priorities in a fast-moving environment.
• Prior experience in professional services, consulting, or startup environments is preferred.
• Experience supporting remote executives and working asynchronously across multiple time zones is a major plus.
• Ability to maintain confidentiality, work independently, and display initiative.

Other requirements:

Computer/laptop

Processor: Intel Core i5 or higher

RAM: 8GB or higher

Storage: 256GB SSD or higher Operating

System: Windows 10 or macOS

Display: 13-inch or larger screen size with a resolution of 1920x1080 or higher

Battery Life: Minimum of 8 hours

Internet

10 Mbps download and 5 Mbps upload

Accessories

Webcam

Noise-canceling headset with mic

Work set-up

Professional/presentable background

Quiet and distraction-free area