Virtual Executive Assistant (Email & Operations Focus)

Virtual Executive Assistant (Email & Operations Focus)

I’m looking for a proactive, detail-driven Virtual Assistant who can think ahead, make smart decisions, and help me handle communication and operations efficiently.

This is not a “check, sort, and forward” position. I need someone who will take full ownership of the inbox — handling follow-ups, resolving issues, and completing tasks directly. If there’s a payment issue, you’ll fix it. If it’s a meeting request, you’ll schedule it. If an email needs a response, you’ll draft and send it — confidently, in my tone and style.

What You’ll Do

Manage and maintain email inboxes (Google Workspace & Outlook)

Take initiative to resolve issues (e.g., update payment info, confirm appointments, handle simple client needs)

Prioritize messages and determine what requires my attention

Draft and send professional, on-brand email responses

Manage calendar scheduling and appointment coordination

Maintain and improve existing organization systems — Gmail labels, Outlook rules, folders, etc.

Provide concise daily or weekly summaries of key communications and action items

Keep things running smoothly behind the scenes — ensuring I stay focused on what truly matters

Who You Are

Exceptionally proactive — you don’t just ask what to do, you take action

Strong judgment — you know when to take initiative and when to check in

Detail-oriented and organized — your systems are logical, consistent, and clean

Professional communicator with excellent written English

Experienced in both Gmail and Outlook

Tech-savvy and resourceful — you can find answers and solve problems independently

Available and responsive during Mountain Time hours (9 AM – 3 PM MT)

Bonus Points If You Have

Experience supporting business owners, executives, or entrepreneurs

Familiarity with tools like Google Workspace and Outlook and are familar with project management systems (note: we do not use a highly popular project management system, but if you really can use Asana, Clickup or something like that you'll be fine.)

A knack for simplifying and improving processes without overcomplicating them

To Apply

Please include:

A brief introduction about yourself and your relevant experience

How you typically manage and ACT on an executive’s inbox (not just sort it)

A short example of an email organization system you’ve used (Gmail or Outlook)

Your availability during Mountain Time hours

NOTE: The MAIN need is someone to complete and resolve emails, not sort them. This requires taking massive initiative and communication (e.g., update payment info, add appointments to my calendar, handle simple client needs)