Virtual Executive & Personal Assistant

About the Role

We are looking for a highly organized, proactive, and supportive Virtual Executive & Personal Assistant to help streamline both business operations and personal life responsibilities. This role supports a small business owner with five employees who is juggling multiple work projects, active children, and a long-distance relationship.

The ideal candidate is calm, trustworthy, detail-oriented, and skilled at managing both professional tasks and personal logistics with equal care.

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Key Responsibilities

1. Email & Communication Management
• Monitor and organize the owner’s inbox
• Flag priority messages, draft responses, and manage follow-ups
• Keep communication flowing between the owner, employees, clients, and vendors

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2. Work Project Management
• Track ongoing business projects, deadlines, and deliverables
• Coordinate with employees to ensure tasks are on schedule
• Create checklists, timelines, and progress updates
• Keep the owner aware of what needs attention each day or week

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3. Social Media Support

(Personal brand + light business presence as needed)
• Assist with content ideas, scheduling, and posting
• Maintain consistent engagement and presence
• Help organize content, captions, and messaging

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4. Personal Life Management
• Maintain a calendar of children’s activities, school events, sports, and important dates
• Coordinate logistics for pickups, drop-offs, practices, and appointments
• Send reminders so nothing falls through the cracks
• Track family-related deadlines (forms, registrations, school fees, etc.)

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5. Relationship Support (Thoughtful, Non-Intrusive)
• Track important dates, anniversaries, upcoming events
• Send reminders to schedule date nights, plan visits, or pick up gifts
• Help brainstorm meaningful gestures or experiences
• Assist with scheduling time together with your partner and her children

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6. Household & Personal Tasks
• Manage to-do lists and weekly priorities
• Research and schedule services (repairs, reservations, travel, etc.)
• Keep track of birthdays, events, and gift planning
• Help maintain order in both personal and professional schedules

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Qualifications
• Strong experience as an executive assistant, personal assistant, or operations coordinator
• Excellent communication and organizational skills
• Ability to maintain confidentiality and handle sensitive personal matters
• Strong time management and follow-through
• Tech-savvy: Google Workspace, calendar tools, social media platforms, project management tools
• Experience balancing professional and personal support for executives (preferred)
• Warm, thoughtful, reliable, and good at anticipating needs

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Traits That Would Make Someone Successful in This Role
• Proactive rather than reactive
• Highly dependable with strong follow-through
• Comfortable managing both business tasks and personal/family logistics
• Compassionate and emotionally intelligent
• Able to think ahead, plan, and remind without micromanaging

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Work Hours & Expectations
• Flexible hours with daily or near-daily check-ins
• Ability to respond to timely needs (within reason)
• Coordination across both work and personal calendars
• Long-term relationship built on trust, reliability, and communication