Virtual Executive Assistant

LOOKING TO FILL THIS ROLE ASAP. PLEASE READ ALL INSTRUCTIONS AT THE BOTTOM. YOU WILL NOT BE CONSIDERED WITHOUT GOING THROUGH OUR BRIEF APPLICATION PROCESS.


Core Administrative Responsibilities
Calendar Management: Maintain and optimize the CEO’s calendar across all companies, ensuring time is allocated to the highest-priority matters. Anticipate scheduling conflicts and proactively resolve them.


Calendar Maximization: Identify opportunities to be more efficient with our time. ie - If Brandon is traveling to a location, strategically considering and then presenting opportunities to meet and engage with family, friends, partners, investors, stakeholders and supporters while there.



Email & Inbox Management: Triage and manage email across multiple businesses, flagging critical messages, drafting responses, and ensuring timely follow-up.


Meeting Preparation & Follow-Up: Prepare agendas, talking points, and background material including research on parties attending the meeting well in advance. Ensure the CEO is fully briefed before meetings. Track action items and follow through with stakeholders.


Document Handling: File, organize, and ensure easy retrieval of corporate records, contracts, and compliance documents for each entity, staff member, etc.

Financial & Business Operations
Procurement & Reimbursements: Oversee purchase orders, vendor invoices, and employee reimbursements. Submit and track expenses with accuracy in a timely manner.


Coordination with Business Partners & Finance Teams: Work directly with accountants, controllers, and financial advisors to ensure timely filings, tax prep, and compliance reporting.


Annual & Quarterly Reports: Ensure data and documents are submitted to the right departments on schedule for corporate filings, audits, and board updates. Provide tracking and reporting to CEO & staff as needed.

Travel & Logistics
Travel Planning: Book flights, hotels, and ground transportation across multiple time zones and companies. Handle personal and business travel seamlessly while staying within budget.


On-the-Go Support: Provide real-time itinerary updates, anticipate changes, and resolve issues from A to Z when changes arise (delays, cancellations, etc.) without disruption to the CEO’s schedule.


Special Event Coordination: Plan retreats, investor meetings, off-sites and family engagements with precision, ensuring every detail is covered.

Confidentiality & Security
Data Protection: Safeguard sensitive personal, financial, and corporate data, maintaining strict confidentiality at all times.


Secure Recordkeeping: Manage password systems, encrypted documents, and access protocols for sensitive information.


Discretion: Represent the CEO with professionalism and trustworthiness in every interaction, internal or external.

Executive Support & Relationship Management
Partner Liaison: Communicate directly with VIP contacts – board members, investors, accountants, financial advisors, attorneys, and government officials on behalf of the CEO.


Stakeholder Updates: Relay business critical information to the CEO concisely; keep stakeholders informed without requiring direct CEO involvement unless necessary.


Cross-Company Coordination: Align schedules, resources, and communication across the CEO’s different companies, acting as a connective hub.

Strategic & Proactive Support
Time Qualification: Evaluate meeting requests and inbound opportunities to ensure the CEO’s time is spent on high-value activities.


Problem-Solving: Anticipate issues before they arise, develop solutions, and only escalate to the CEO when necessary.


Project Assistance: Support special projects, research, and ad hoc assignments across businesses.


Systems Building: Continuously refine internal processes (calendar structure, filing systems, reporting workflows) to make the CEO’s office and therefore the businesses more efficient.

Personal Lifestyle Support
Personal Appointments: Coordinate family and personal scheduling seamlessly with business demands.


Household & Asset Management: Assist with property management, insurance, and other personal assets as required.


Errands & Life Logistics: Provide personal support where appropriate to ensure maximum productivity for the CEO. This can include but will not be limited to sending gifts and notes to VIPs for special occasions, etc.

Application Instructions (Required, Do Not Skip).

To be considered, you must complete all steps below. Incomplete applications will not be reviewed.

Submit the following in one message/email:
1.) Loom video introduction (Maximum 5 minutes). Introduce yourself and explain your experience supporting executives and how you would proactively enter this role to be effective for the CEO. Also touch on any processes or systems that have worked for you in the past and you would look to carry into this relationship to make the CEOs life easier and remove unnecessary tasks from his or her plate. ***Loom link: ---------- ***

2.) 3–4 sentences explaining why you are a strong fit for this role. We want to get to know you. Please do not submit an AI response.

3.) Resume (PDF or link).

4.) Provide a screenshot of the internet speed ---------- e: https://www.speedtest.net/

5.) Your available working hours and your preferred working hours provided in both PHT.

6.) Your desired hourly or monthly rate (USD).

7.) Rank these tasks in order of priority and explain your reasoning in 2–3 sentences:
- CEO’s flight changed unexpectedly
- Investor is requesting a meeting this week
- Payroll questions came in from accountant
- You need to confirm the agenda for next week’s board meeting

8.) Respond to the following message confirming availability, proposing a time, and ensuring the logistical details are covered: ***"Hi, can we move our call to tomorrow? Something urgent came up. Let me know what time is good."***

Do not use ChatGPT or any AI writing tool. We will know based on tone and structure. Your response should sound natural, concise, and professional. Keep it to 2-3 sentences maximum.

Additional Context You Should Consider Including in Your Reply:
- The CEO is traveling tomorrow afternoon.
- The CEO is available tomorrow only between 9:00 AM and 12:00 PM EST.
- The call requires a Zoom link.

Only candidates who follow these instructions and meet our criteria will be contacted for a brief survey, followed by scheduled interviews with our team. We evaluate clarity, communication, attention to detail, prioritization, and professionalism.