Virtual Assistant

We’re looking for a Virtual Executive Assistant who is highly organized, strategic, and resourceful — someone who thrives in dynamic environments and enjoys supporting high-impact leaders.

This is NOT a simple admin role.
You will be supporting a CEO who manages multiple companies, active partnerships, school contracts, events, a full content ecosystem, and operations build-outs.

We need someone who can think ahead, anticipate needs, and keep things moving without constant direction.

KEY RESPONSIBILITIES
Executive Operations

Manage CEO calendar, protect time, and schedule intelligently

Prepare agendas, summaries, and follow-ups for meetings

Follow up emails to prospects and make current workflows more efficient

Track deliverables, deadlines, and action items

Manage task lists, updates, and workflows in ClickUp / Airtable

School & Program Support (PGP & SBS)

Track school contract timelines, reporting deadlines, and communication

Support management of curriculum files, binders, student data, and attendance

Assist with principal updates, parent communication drafts, and follow-up notes


Content & Marketing Support

Marketing Content Design

Upload content drafts created by CEO/creative team into scheduling tools

Pull analytics and provide weekly summaries

Coordinate with designers, editors, and brand partners

Documentation & Writing Support

Send Proposals and follow up on them without prompting
Sales Outreach to potential donors and prospects

Organize SOPs, workshop outlines, and digital product files

Assist with grant tracking, funder communication, and application prep

Project Management & Partnerships

Track and manage community partnerships, vendor onboarding, and deliverables

Coordinate logistics for events, workshops, retreats,

Collect invoices

Maintain shared folders, update dashboards, and keep the backend organized

Personal Productivity Support

Help the CEO remain balanced, structured, and prepared

Send reminders, summaries, and “day-ahead” briefs


THE RIGHT PERSON FOR THIS ROLE:
Must-Haves

Extremely organized and detail-oriented

Excellent written and verbal communication

Experience managing complex calendars and multi-layered operations

Ability to work autonomously and problem-solve with minimal direction

Values confidentiality, integrity, and emotional maturity

Comfortable with fast-paced environments

Tech-savvy and systems-focused

Strongly Preferred



Experience with ClickUp, Airtable, Canva, Google Workspace,

Ability to adapt to evolving needs and shifting priorities

Comfortable supporting a visionary operator-type founder

TOOLS YOU’LL USE

ClickUp

Airtable

Google Workspace

Canva (light support)

Zoom



Slack

Calendly

Soara (AI platform usage optional)

WHAT SUCCESS LOOKS LIKE (90 DAYS)

CEO’s calendar, inbox, and workflow are organized and predictable

School files, binders, and communication trackers are clean and up to date

Content flows consistently and on schedule

CEO has more capacity for strategy, writing, and leadership

Programs and partnerships run smoother because details are managed consistently

You’ve built trust and communicate ahead of needs, not after problems arise