Fresh Prints - Virtual Executive Assistant
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Requirements
• 3+ years of experience supporting senior executives, founders, or leadership teams • Previous experience as an Executive Assistant, Virtual Executive Assistant, Executive Operations Coordinator, or similar role • Exceptional organizational and time-management skills • Strong written and verbal English communication skills • High attention to detail and follow-through • Ability to manage confidential information with discretion and professionalism • Strong judgment regarding prioritization and escalation • Experience managing executive calendars and inboxes • Comfortable working independently in a remote environment • Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) • Experience with Fireflies, AI meeting assistants, or similar productivity tools • Familiarity with project management and collaboration tools such as Slack, Notion, Asana, ClickUp, or similar platforms • Experience supporting executives in fast-growing startups or high-growth environments • Experience coordinating cross-functional teams and projects • Familiarity with AI-powered productivity tools and workflow automation • Experience with travel coordination and expense management • Additional Details • Additional Details • Full-Time Position • Reports directly to the VP of Services & Operations • Meaningful overlap with U.S. business hours required • Long-term opportunity with growth potential
Responsibilities
• Calendar & Meeting Management • Own calendar management end-to-end, including scheduling, rescheduling, prioritization, and protecting focus time • Coordinate meetings across multiple stakeholders and time zones • Prepare meeting agendas, relevant documents, context, and supporting materials in advance • Anticipate scheduling conflicts and proactively resolve competing priorities • Ensure the executive remains informed, prepared, and on schedule throughout the day • Meeting Notes & Follow-Up Management • Utilize Fireflies or similar AI-powered meeting tools to capture meeting transcripts • Convert meeting discussions into concise notes, summaries, and actionable next steps • Organize meeting notes and action items within appropriate systems and documentation repositories • Track follow-ups and ensure commitments are completed on time • Maintain visibility into outstanding tasks and dependencies across teams • Inbox & Communications Management • Manage and triage email communications daily • Draft and send routine communications on behalf of the executive • Prioritize urgent matters and escalate issues requiring executive attention • Maintain inbox organization and ensure timely responses to key stakeholders • Help maintain consistent communication across internal and external relationships • Travel & Expense Coordination • Coordinate domestic travel arrangements, including flights, hotels, transportation, and itineraries • Manage travel changes and schedule adjustments as needed • Maintain organized travel records and upcoming itinerary documentation • Process, reconcile, and track expense submissions and receipts • Ensure compliance with company policies and reporting requirements • Team Coordination & Administrative Support • Support daily and weekly planning activities • Coordinate action items across departments and stakeholders • Follow up on outstanding requests and commitments • Maintain task trackers, reminders, and priority lists • Serve as a trusted operational partner for administrative and coordination needs
Benefits
• Competitive compensation based on experience • Fully remote work environment • Stable, long-term opportunity • Exposure to leadership and company operations • Professional growth and development opportunities • Collaborative and supportive team environment
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