This vacancy is open on our outsourcing project.

The client is an US company that has been offering digital services and payment solutions to the insurance industry since the 1950s, evolving from a family-built general agency to a leader in premium financing, software, and business process outsourcing for the property and casualty insurance sector.

Position Purpose 

The Virtual Executive Assistant (VEA) provides high-level administrative and operational support to the Chief Executive Officer, Chief Operating Officer, Chief Sales Officer, and Chief Information Officer. The purpose of this role is to handle day-to-day administrative and coordination tasks, allowing executives to focus on strategic leadership, decision-making, and organizational priorities. This role requires discretion, exceptional organizational skills, and the ability to anticipate needs and manage multiple priorities in a fast-paced, remote environment.

Duties and Responsibilities

• Executive Administrative Support
• Manage complex executive calendars across multiple time zones, proactively anticipating conflicts and prioritizing strategic meetings.
• Coordinate travel logistics, including flights, accommodations, and itineraries, ensuring efficiency and minimal disruption.
• Draft, proofread, and format executive correspondence, reports, and presentations for internal and external audiences.
• Maintain strict confidentiality and handle sensitive information with discretion.
• Meeting Coordination & Intelligence Management
• Schedule and organize executive, departmental, and cross-functional meetings, preparing relevant materials in advance.
• Leverage AI-powered tools (e.g., Microsoft Copilot, Otter.ai) to record, summarize, and document meetings.
• Review and refine AI-generated summaries to ensure accuracy, distilling decisions, action items, and next steps.
• Track post-meeting deliverables and ensure accountability across stakeholders.
• Maintain a centralized, organized repository of meeting documentation for quick access and retrieval.
• Communication & Liaison
• Serve as a liaison between executives and internal/external stakeholders, ensuring timely communication and follow-up.
• Draft and circulate key communications directed by executives.
• Support ad-hoc projects requiring coordination between multiple departments.

Education and Experience/Knowledge Requirements

• Proven experience as a Virtual Executive Assistant supporting C-level executives (preferably CEOs or Founders).
• Strong proficiency in Microsoft Office 365 Suite, including Outlook, Teams, and Excel; familiarity with AI productivity tools (e.g., Copilot, Otter.ai) preferred.
• Excellent verbal and written communication skills in English.
• Exceptional organizational skills and attention to detail.
• Ability to work independently, manage competing priorities, and exercise sound judgment.
• High level of professionalism, integrity, and discretion in handling confidential information.
• Availability during U.S. Pacific Time (West Coast) working hours.

Technical Requirements:

• Equipment: two monitors, stable ethernet, and camera on for virtual meetings.

We're offering:

• Ability to work remotely (Must work PST hours)
• Dependable salary
• Up to 10 working days of paid vacation per year
• Up to 5 working days of absences for illness per year
• US public holidays

*The specified number of vacation and sick days is based on a full year of employment (12 months)

If you fit this position, we'd love to see your CV

Employment Type: Full-Time

Waiting for your CV!