Virtual Executive Assistant to the CEO

Virtual Executive Assistant to the CEO

Part-Time and Full-Time Opportunities Available

About the Role

Brand M3dia is seeking a highly organized, proactive, and tech-savvy Virtual Executive Assistant to support our CEO in managing day-to-day operations, communications, and strategic initiatives. As a company specializing in interactive kiosks, custom software solutions, AI-powered technologies, digital signage, and robotics, we are looking for someone who thrives in a fast-paced environment and can leverage modern technology to improve efficiency and productivity.

Key Responsibilities

Calendar Management
Schedule, coordinate, and manage the CEO's appointments, meetings, and commitments.
Ensure optimal use of the CEO's time and maintain an organized calendar.

Communication Management

Manage incoming and outgoing communications, including emails, phone calls, LinkedIn messages, and social media inquiries.
Draft professional correspondence on behalf of the CEO when required.

Staff Coordination

Communicate with tea ---------- mbers on behalf of the CEO.
Delegate tasks as directed, follow up on deliverables, and ensure accountability.

Document & Presentation Preparation

Create, edit, proofread, and organize reports, presentations, proposals, and business documents.
Ensure all materials meet company standards and executive expectations.

Meeting Support

Prepare agendas, reports, and supporting documents.
Take notes, track action items, and ensure follow-up on commitments.

Travel Coordination

Arrange domestic and international travel, accommodations, transportation, and itineraries.

Project Assistance

Conduct research, gather data, summarize findings, and prepare recommendations to support executive decision-making.
Assist with special projects and operational initiatives.

Expense Management

Track expenses and organize receipts.
Prepare expense reports and ensure accurate documentation.

AI & Technology Support

Utilize AI tools such as ChatGPT, Claude, Gemini, Otter.ai, and similar platforms to improve productivity and streamline workflows.
Assist with AI-powered research, content drafting, meeting summaries, process documentation, and automation initiatives.
Stay current with emerging AI technologies and recommend ways to improve operational efficiency.

Qualifications

Required

Proven experience as a Virtual Executive Assistant, Executive Assistant, Operations Coordinator, or similar role supporting senior leadership or C-level executives.
Excellent organizational and time management skills.
Strong written and verbal English communication skills.
Ability to manage multiple priorities with minimal supervision.
High level of professionalism and discretion when handling confidential information.
Strong attention to detail and follow-through.

Technical Skills
Experience using productivity and collaboration tools such as:
Zoho
Basecamp
Calendly
Otter.ai
ScribeHow
Google Workspace
Microsoft Office Suite
Project management tools
AI Experience (Preferred)
Experience using AI tools for business productivity, research, writing assistance, meeting management, workflow automation, or administrative support.
Ability to effectively prompt AI systems and evaluate AI-generated outputs.
Familiarity with AI-powered productivity tools is highly desirable.
IT experience a huge plus

Nice to Have

Experience working in technology, software, digital signage, robotics, AI, or related industries.
Project coordination or operations experience.
Experience supporting founders, executives, or entrepreneurs in fast-growth companies.

Working Conditions

Remote position.
Main working hours: 9:00 AM – 5:00 PM EST (Canada).
Must have a reliable internet connection and dedicated workspace.
Must have access to a computer capable of supporting modern business applications.
Flexibility to accommodate urgent requests outside standard business hours when necessary.

What We Offer
Competitive compensation based on experience.
Performance-based bonuses and incentives.
Opportunity to work directly with an innovative CEO and leadership team.
Exposure to cutting-edge projects involving AI, digital signage, interactive kiosks, software development, and robotics.
Long-term growth opportunities within a rapidly expanding technology company.

Application Process

Interested candidates should submit:

Updated Resume/CV
Cover Letter
References
Relevant Work Samples (if applicable)
A short 1-minute video introduction telling us about yourself, your relevant experience, and why you're interested in joining Brand M3dia.
Please also indicate:

Your experience supporting executives or business owners.
Your experience using AI tools (ChatGPT, Claude, Gemini, Copilot, Otter.ai, etc.).
Examples of how you have used AI to improve productivity or workflow efficiency.
Your availability and salary expectations.

*Please note that only applicants who have carefully followed all application instructions and submitted the required information will be considered for the next stage of the hiring process.

Brand M3dia is an equal opportunity employer and welcomes candidates from all backgrounds to apply.

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