Virtual Executive Operations Assistant

About The Simon Agency
The Simon Agency is a U.S.-based boutique firm providing protective intelligence, investigations, executive protection coordination, and secure transportation support for executives, public officials, and organizations operating in complex environments. Our work is detail-driven, confidential, and time-sensitive.

Role Summary
We are seeking a highly organized and dependable Virtual Executive Operations Assistant to support daily operations, reservations, and coordination across executive movements, operational awareness workflows, and secure transportation activities.

This role is ideal for a professional who thrives in structured environments, follows processes precisely, and manages multiple tasks with accuracy and discretion. You will serve as a key operational support member, handling reservations, executive coordination, and information management with a client-focused and service-oriented mindset.

Required Qualifications
• Verified experience supporting U.S.-based companies
• Proven experience as a Virtual Assistant, Operations Assistant, or similar role.
• Strong organizational and time-management skills.
• Excellent written English communication skills.
• High attention to detail and accuracy.
• Ability to handle confidential and sensitive information.
• Reliable internet connection and dedicated workspace.
• Comfortable working with U.S.-based teams and time zones.

Key Responsibilities:
• Reservations & Client Coordination
• Handle incoming reservation requests via phone, email, and online booking platforms.
• Coordinate transportation schedules and ensure timely pick-ups and drop-offs.
• Communicate with clients to confirm reservations and address questions or concerns.
• Coordinate with drivers and operational staff to ensure reservations are properly scheduled.
• Monitor flight tracking systems for inbound and outbound movements.
• Maintain accurate and organized records of reservations, itineraries, and client details.

Operations & Administrative Support
• Execute daily operational tasks and workflows according to established procedures.
• Track task progress and provide updates to supervisors.
• Assist with documentation, operational summaries, and internal communications.
• Update task boards, trackers, and internal systems.
• Ensure accuracy, organization, and compliance in all records.

Information & Intelligence Support
• Assist with monitoring open-source and situational information relevant to ongoing operations
• Organize, label, and summarize incoming alerts, updates, and operational data
• Prepare draft briefing summaries, movement notes, and activity reports for review
• Support movement tracking, exposure awareness, and operational readiness processes

Preferred Skills & Qualifications
• Experience supporting executive-level coordination or client-facing operations.
• Ability to prioritize, adapt, and problem-solve in time-sensitive situations.
• Proactive mindset with strong follow-through and accountability.
• Comfortable working within structured processes and standard operating procedures (SOPs).

Preferred (Not Required)
• Background in security support, investigations support, logistics, or travel coordination.
• Familiarity with open-source research, situational monitoring, or operational reporting.
• Experience using task management, booking, or case management tools.

Work Schedule
• Full-time (40 hours/week)
• Schedule aligned with U.S. business hours (to be discussed during the interview).

Compensation & Benefits
• Competitive salary based on experience.
• Paid training and structured onboarding.
• Long-term role with growth opportunities.
• Stable workload within a professional environment.

Ideal Candidate Traits
• Professional, dependable, and discreet.
• Detail-oriented with strong follow-through.
• Able to work independently and meet deadlines.
• Comfortable following structured processes.
• Willing to learn security-adjacent operational processes.

How to Apply
Please submit:
• Your resume
• A brief cover letter explaining your relevant experience
• Your internet speed and availability (time zone and preferred work hours)

NOTE: Shortlisted candidates will be asked to complete a **skills-based task** as part of the hiring process.