Executive Virtual Assistant to the CEO

## About Kubix Ventures

Kubix Ventures acquires and scales companies in leisure and real estate through a structured buy and build approach. We run multiple deals in parallel and work with lenders, advisors, sellers, and property stakeholders. The Executive Virtual Assistant is the CEO’s right hand and takes tasks off the CEO’s plate so time is focused on high value work.

## Role Objective

Own small tasks, purchases, scheduling, research, and property related coordination so the CEO gains time and ---------- ntum across business and private life.

## What You Will Do

1. Handle practical tasks and small errands that would otherwise stay on the list
2. Place orders and track deliveries for business and private
3. Plan and reschedule meetings for business and private in consultation with the CEO
4. Do internal and external research and produce clear short summaries
5. Draft emails for the CEO to send and triage the inbox
6. Capture notes and action items and chase follow ups
7. Keep Google Drive organized with clean names and versions
8. **Private support**: book appointments, gifts, restaurants, family travel basics, household purchases, and simple logistics
9. **Real estate support**: coordinate service tickets, vendors, and small works, schedule inspections and viewings, prepare simple property files and checklists, track due dates and documents, and follow up with tenants, VvE or building management where needed

## Working Hours and Response Time

1. Work is task based with Timeproof required for all hours
2. First response within thirty minutes on weekdays
3. Evenings and weekends are possible with a longer response time
4. Daily overlap with Central Europe is arranged based on the agenda

## Decision Authority and Limits

1. Scheduling and rescheduling only in consultation with the CEO
2. Orders up to 100 euro per order
3. Small private expenses up to 100 euro per expense
4. Property related minor works and call outs up to 100 euro per item unless otherwise agreed
5. Email is drafted as concepts for the CEO to send
6. Call backs on the return list after one to two weeks
7. Formal evaluation after two months

## Tools and Access

1. Start with limited access based on permissions granted by the CEO
2. Gmail, Calendar, Google Drive, WhatsApp for quick alignment
3. Trello and Whatsapp if needed
4. Whatsapp calling if needed
5. Timeproof from OnlineJobs is mandatory

## Language and Communication

1. Working language is English with a neutral accent preferred
2. Dutch is a strong plus for calling local vendors and authorities
3. Quick alignment via WhatsApp
4. Task level updates at first, later moving to half day or daily updates

## Inbox and Follow Up

1. Draft clear concept emails with correct subject and agreed signature
2. Chase unanswered items after three days
3. VIP senders, labels, and newsletters will be configured together

## Calendar and Preparation

1. Default meeting length 30 or 45 minutes
2. Protect focus blocks of one and a half hours
3. No go times depend on the private agenda
4. Prepare relevant documents by email with links to supporting files
5. Send confirmations in advance
6. Private and business calendars remain separate
7. No booking link. You actively manage conflicts
8. Naming format: Subject Guest vertical bar Kubix Ventures

## Research and Purchases

1. Research type varies. Output can be a memo or spreadsheet or checklist as agreed per task
2. Preferred webshop is ----------
3. Source and compare property vendors when requested and draft a simple recommendation
4. Returns in consultation

## Travel and Events

1. Basic travel with a touch more comfort when appropriate
2. Aisle seat preferred
3. No extra insurances unless agreed
4. Provide tickets and day plan and key contacts for each trip

## Privacy and Security

1. NDA required
2. Handle confidential information with care
3. Do not share or fill sensitive data without permission

## Outcomes in the First Ninety Days

1. Inbox at zero by end of each workday with a simple label system
2. Calendar confirmed and prepared ideally two weeks ahead
3. Action and follow up lists always current with three day chasing
4. Drive structure clean with consistent naming
5. Timeproof fully used with a short note per task
6. CEO satisfaction score at least eight out of ten in monthly check

## Compensation and Time Tracking

1. Compensation in USD based on time spent
2. Hourly rate for the listing: USD 6 per hour as a starting point for capable executive assistants
3. Monthly budget limit: EUR 250
4. Conversion method: on the first business day of each month we convert the EUR 250 limit to USD using the Wise mid rate
5. At USD 6 per hour this usually equals about forty five hours per month at a USD limit near 275.
6. Payment via Paypal is made monthly according to Timeproof logs

## Budget Control and Alerts

1. Use Timeproof for every task with a short note per task
2. Send a WhatsApp message when monthly spend reaches sixty percent and eighty five percent of the EUR 250 budget
3. Pause new work at ninety five percent unless the CEO approves
4. Ask for a time estimate in advance for any task expected to exceed sixty minutes
5. Provide a Monday forecast showing spent amount and remaining budget and projected month end

## How to Apply

Send your CV, a short writing sample, an internet speed screenshot, and a maximum five minute video introducing yourself. Start your message with the word KUBIX. Applications without a video introduction will not be considered.

## Wage or Salary per Month

USD hourly, paid monthly based on Timeproof. State your target hourly rate in USD and your proposed weekly availability.

## Desired No. of Hours per Week

Flexible and task based. Propose your availability with at least four hours weekday overlap with Central Europe.

## Email

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