Administrative Assistant to COO

We are seeking a highly organized, reliable, and proactive Virtual Assistant to provide personal and administrative support to a fast-paced, high-level executive who leads two dynamic companies. This role requires more than just task completion — we’re looking for someone who can think critically, act proactively, and operate with a high degree of discretion and integrity.

This is a fast-moving environment, and the right candidate will be detail-oriented, self-motivated, and capable of managing multiple priorities at once while maintaining a high level of professionalism and confidentiality.

Key Responsibilities:
-Email & Communication Management
-Monitor, prioritize, and organize multiple inboxes across companies
-Keep follow-ups and communications on track and on time
-Calendar management and meeting scheduling

File & Document Organization:
-Maintain organized digital filing systems in Google Drive and OneDrive
-Create and manage templates and SOPs (Standard Operating Procedures)
-Format and manage documents, spreadsheets, and PDFs

Administrative & Executive Support:
-Manage and sync calendars across time zones, prevent scheduling conflicts
-Book meetings, prepare agendas, take notes, and manage follow-ups
-Handle personal admin tasks and occasional travel arrangements

Task & Project Management:
-Track ongoing projects and daily priorities using ClickUp
-Maintain accountability and ---------- ntum on executive tasks and deadlines
-Coordinate with internal tea ---------- mbers or other assistants as needed

Essential Skills & Qualifications:
-Minimum 2 years of experience as a Virtual Assistant or Executive Assistant
-Strong written and verbal communication skills with professional fluency in English
-Proven ability to manage multiple priorities, meet deadlines, and work independently
-Operations and systems building

Tech-savvy with proficiency in:
-Google Workspace (Gmail, Outlook, Calendar, Docs, Sheets, Drive)
-Calendar tools (Google Calendar and Outlook)
-Project management tools: ClickUp
-Video conferencing platforms (Zoom, Google Meet)
-Cloud storage (Google Drive)
-Document signing tools (DocuSign)

Skills You’ll Need to Succeed:
-Highly proactive and solutions-oriented
-Excellent attention to detail and ability to anticipate needs
-Strong emotional intelligence and adaptability to executive work style
-Discretion and integrity in handling sensitive information
-Resourceful and able to find answers quickly when faced with new challenges
-Resilient under pressure and capable of maintaining a calm, organized workflow

Bonus Experience (Preferred but Not Required):
-Prior experience supporting a C-suite executive or entrepreneur
-Familiarity with social media marketing, real estate

Working Hours:
-Eastern Standard Time (EST) with some overlap
-Availability for high-priority or time-sensitive items


Long-term potential with opportunities for growth and increased responsibility

To Apply:
Please submit through OnlineJobs:
-Your resume
-Video Introduction