CPT-11706 Executive Assistant Virtual Assistant

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Title: CPT-11706 Executive Assistant Virtual Assistant

Independent Contractor – CPT-11706 Executive Assistant Virtual Assistant/Business Support VA/Senior-Advanced Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

We are seeking a proactive, highly organized, and experienced Executive Assistant Virtual Assistant to provide high-level administrative and operational support to a senior leader.

The ideal candidate will be responsible for managing a busy calendar, coordinating meetings and travel, preparing professional correspondence, organizing client communications, and ensuring priorities and follow-ups remain on track.

This role will also provide support for business development and project management activities by maintaining accurate records, monitoring commitments, and coordinating with internal teams and external partners.

The successful candidate should have previous experience supporting senior leaders, excellent written and verbal communication skills, strong organizational abilities, and sound judgment when handling sensitive or confidential information. The candidate must be confident working independently, anticipating needs, and taking initiative with minimal supervision.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

1. Project & Task Management

• Manage, organize, and monitor multiple projects, tasks, and ongoing priorities.
• Maintain clear task lists, project timelines, deadlines, and deliverables.
• Track project progress and ensure assigned tasks are completed within established timelines.
• Coordinate with internal teams and external partners to ensure alignment on project requirements and expectations.
• Proactively follow up on outstanding tasks, pending deliverables, and commitments.
• Identify potential delays, scheduling conflicts, and workflow bottlenecks, and recommend appropriate solutions.
• Provide regular project updates and progress reports to the executive.
• Help establish and maintain efficient systems for task tracking, project organization, and workflow management.
• Take ownership of assigned projects and ensure nothing falls through the cracks.

2. Executive & Calendar Management

• Manage and maintain the executive's calendar, appointments, and schedule.
• Coordinate internal and external meetings.
• Identify scheduling conflicts and proactively recommend solutions.
• Prepare meeting information and ensure the executive is aware of upcoming priorities and commitments.
• Track important follow-ups, deadlines, and action items.
• Provide timely reminders for meetings, appointments, and deliverables.
• Help the executive prioritize responsibilities and manage competing commitments.

3. Meeting & Travel Coordination

• Schedule and coordinate meetings with clients, internal teams, and external partners.
• Assist with travel planning, itineraries, reservations, and other travel-related arrangements.
• Organize meeting details, documentation, and relevant information in advance.
• Coordinate changes to meetings or travel arrangements as needed.
• Track meeting-related action items and ensure necessary follow-ups are completed.

4. Business Operations & Administrative Support

• Support day-to-day business operations by organizing priorities, tracking responsibilities, and monitoring ongoing activities.
• Maintain accurate records, spreadsheets, trackers, and operational reports using Microsoft Excel.
• Organize and analyze information to help monitor project progress, business activities, and outstanding responsibilities.
• Identify inefficiencies in existing processes and recommend practical improvements.
• Assist with business development activities by organizing client communications and information.
• Maintain accurate records of client interactions, opportunities, and commitments.
• Support the executive in ensuring business priorities and operational responsibilities are handled efficiently.
  

5. Correspondence & Stakeholder Coordination

• Draft, prepare, and organize professional business correspondence.
• Assist with email management and client communications.
• Maintain clear and professional communication with internal and external stakeholders.
• Coordinate with team members and external partners regarding project updates, outstanding tasks, and deliverables.
• Ensure inquiries, commitments, and follow-ups are properly tracked and addressed.
• Handle sensitive or confidential information with professionalism and discretion.

6. Document & Records Management

• Maintain well-organized electronic files, documents, and records.
• Manage and organize documents using SharePoint.
• Assist with documents and electronic signatures through DocuSign.
• Prepare and maintain spreadsheets, reports, and project documentation.
• Ensure records and important correspondence are properly stored and easily accessible.
• Maintain accuracy and confidentiality when handling company and client information.
  

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client's requirements:

• Extensive experience in project management, task management, operations coordination, or a similar role.
• Excellent project and task management skills, with the ability to manage multiple priorities, deadlines, and deliverables simultaneously.
• Strong problem-solving and critical-thinking abilities, with the capacity to independently identify issues and implement practical solutions.
• Proficiency in Microsoft Excel is required, including the ability to organize, manage, and analyze data, maintain trackers, and prepare reports.
• Excellent organizational and time-management skills.
• Strong written and verbal English communication skills.
• Strong attention to detail and ability to maintain accurate records.
• Experience coordinating with internal teams, clients, and external stakeholders.
• Ability to anticipate potential challenges, prioritize responsibilities, and take proactive action.
• Ability to work independently, exercise sound judgment, and take ownership of assigned responsibilities.
• Strong initiative, self-motivation, and accountability.
• Comfortable managing multiple responsibilities in a fast-paced environment.
• Reliable and able to maintain consistent communication during working hours.
• Willingness to learn new software, tools, and business processes as needed.
• Willingness to commit to a long-term working relationship.

Preferred Qualifications

• Previous experience providing direct support to a senior executive, founder, or business leader.
• Expert-level experience in project management, operations management, or executive support.
• Experience supporting and coordinating multiple projects simultaneously.
• Experience developing and maintaining project trackers, operational reports, and task management systems.
• Advanced Microsoft Excel skills, including formulas, data organization, reporting, and spreadsheet management.
• Experience with project management platforms such as ClickUp, Asana, Monday.com, or similar tools.
• Experience supporting business development activities.
• Strong follow-up and stakeholder coordination skills.
• Experience managing communications involving clients and external business partners.
• Experience identifying workflow inefficiencies and implementing process improvements.

Application Software Knowledge / Required Tools

• Microsoft Excel (Required)
• Gmail
• SharePoint
• DocuSign
• ClickUp (Willingness to learn; prior experience not required)
  

The Contractor must be comfortable learning and adapting to the Client's preferred project management platforms and other business tools.

Work Schedule

• Contracted Hours per Week: 40 hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 7:00 AM – 3:00 PM ET

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Senior and Advanced Level
• Contracted Hours per Week: 40 hours/week
• Daily Working Time: 7:00 AM – 3:00 PM ET
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Neutral
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!