Executive Virtual Assistant

Job Description:

Are you a strategic thinker who thrives in fast-paced environments and loves bringing structure to vision? We’re looking for an Executive Virtual Assistant to support our client by driving operational clarity and execution across the business. In this role, you’ll manage calendars and inboxes, oversee backend operations, and coordinate key processes like lead tracking, due diligence, and capital raises.

If you have experience with EOS (Entrepreneurial Operating System), are confident developing SOPs, running meetings, and keeping projects and people accountable, this could be the perfect fit for you!

Key Responsibilities:

Email and Calendar Management

• Organize and manage the executive’s inbox, prioritize emails, and handle basic inquiries.
• Schedule and manage calendar appointments, ensuring optimal time use and minimal conflicts.

Appointment and Meeting Management

• Conduct pre-meeting research and prepare summaries on attendees.
• Join meetings, take notes, and capture action items for follow-through.

Implementing Processes and Procedures

• Set up and maintain EOS workflows and document SOPs.
• Track deliverables, KPIs, and support cross-functional project execution.

Lead and Client Management

• Conduct research on incoming leads and initiate pre-screening calls.
• Maintain accurate tracking of lead status across platforms, ensuring timely follow-ups.

Social Media and Content Management

• Post content and engage with followers on relevant platforms.
• Assist in creating visuals and short-form content using tools like Canva.

Community Management

• Welcome and engage members in online communities (e.g., Facebook, Slack).
• Manage access, encourage interaction, and maintain a positive group environment.

Sales Tasks

• Draft scripts for outreach and manage post-call follow-ups.
• Support the sales closing process by tracking priorities and client communication.

Reporting

• Prepare daily dashboards outlining priorities and pending tasks.
• Send end-of-day recaps highlighting carried-over items and accomplishments.

Marketing and Visibility

• Coordinate podcast/webinar logistics, guest sourcing, and promotional materials.
• Track marketing assets, align with content calendars, and support visibility efforts.

Transaction Coordination

• Manage CRM updates and ensure timely progress through deal stages.
• Monitor investor tasks, follow SOPs, and provide updates on deal status.

Community Program Tasks and Management

• Support launches and engagement for partner/mastermind programs.
• Track success milestones and manage shared community resources.

Executive Project and Task Management

• Remind executive of high-priority tasks and provide project updates.
• Ensure nothing falls through the cracks by maintaining a structured follow-up system.

Investment Management (Admin Support)

• Coordinate new investment launches and investor onboarding logistics.
• Assist with investment reporting and documentation tracking.

Ad Hoc Admin Tasks

• Provide general back-office support, including errands and bookings.
• Support new client/partner onboarding with administrative assistance.

Requirements

• 2–5 years of experience in executive assistance, with the ability to independently discover tasks and processes

• Practical experience with EOS (Entrepreneurial Operating System): running Level 10 Meetings, managing Rocks, and maintaining scorecards
• Proven ability to create, refine, and maintain clear SOPs across multiple departments
• Strong project and operations management experience: coordinating cross-functional initiatives and tracking deliverables
• Proficient in CRM and task/project management tools (e.g., GoHighLevel, Trello, ClickUp, Notion)
• Excellent written and verbal communication skills in English, with the ability to speak with clients during screening, onboarding, and follow-ups
• Capable of managing and nurturing leads, including pre-screening and structured follow-up
• Comfortable learning investor onboarding workflows and transaction coordination
• Highly proactive, self-managed, and detail-oriented with a focus on task completion and process improvement
• Able to help repurpose long-form content into short-form pieces collaboratively with the team
• Strategic thinker who can bring structure to ideas and align tasks with long-term goals
• Adaptable to shifting priorities in a fast-paced, visionary-led environment
• Handles confidential information with professionalism and discretion

 

Tools To Be Used

• Google Workspace
• GoHighLevel (CRM, pipelines, automations, calendar, funnels)
• Trello (or similar task/project management platform)
• Social Media: LinkedIn, Instagram, YouTube, Facebook (scheduling & management)
• Ninety (EOS Tool)

 

OTHER KEY POINTS:

YOU ARE A GREAT FIT IF:

• You’re not just a task-taker — you own projects and love solving problems
• You love building systems, creating order, and optimizing workflows
• You’re a calendar and inbox ninja who protects time and energy
• You’re highly organized, great with CRM tools (especially GoHighLevel)
• You take initiative, close loops, and don’t let anything fall through the cracks
• You’re comfortable working across multiple brands/teams (TOTS + CCF)
• Bonus: experience with EOS, investor relations, or the finance/real estate space

 

COMMITMENT:

• Full-time (30–40 hours/week)
• Remote, must overlap at least 4 hours/day with CST
• Available for daily founder check-ins + weekly strategy syncs

 

SUCCESS LOOKS LIKE:

• The founder’s calendar, inbox, and brain are clear
• 80% of operational tasks are handled without needing her involvement
• SOPs exist and are used across departments
• Leads are followed up on promptly, sales improve
• Webinars, podcast, and content are flowing again
• The company scales without founder burnout