Virtual Assistant

Our client is seeking a highly organized and detail-oriented VA to support their Founder & CEO.

Key Responsibilities

Calendar & Scheduling Management

• Regularly review 1-3 weeks ahead for conflicts and proactively resolve them
• Schedule, reschedule, and cancel meetings as needed
• Set up reminders and follow-ups for important meetings and deadlines
• Ensure CEO is prepared for meetings (research, send pre-reads, agenda, etc.)

Inbox & Communication Management

• Monitor, filter, and respond to emails on CEO’s behalf when appropriate
• Draft professional emails and messages as needed
• Flag urgent emails and ensure timely responses
• Assist in managing personal and professional correspondence

Task & Project Management

• Track and follow up on action items from meetings
• Maintain and update task lists in ClickUp
• Coordinate projects with other internal team members or and external vendors

Administrative & Financial Support

• Process expense reports and reimbursements
• Pay bills and track payment deadlines
• Reconcile credit card statements and categorize expenses

Research & Planning

• Research accommodations and book travel (flights, hotels, transportation)
• Confirm hotel check-ins and ensure smooth travel arrangements
• Make restaurant reservations and research venues for meetings/events
• Research existing and potential clients (background, industry, business updates)

Tech & Tools Proficiency

• Experience with iMessage
• Familiar with productivity and communication tools like:○ GSuite (Gmail, Calendar, Drive, Docs, Sheets)
• ClickUp or similar task management software
• ChatGPT, Google Transcription, and other AI tools

Soft Skills & Qualities

• Highly proactive - anticipates needs and takes initiative
• Detail-oriented - catches small details that others may miss
• Eager to learn and continuously improve
• Resourceful - able to find solutions independently
• Trustworthy & discreet - handles confidential information with integrity
• Excellent written and verbal communication skills
• Problem solver - thinks critically and finds creative solutions
• Strong prioritization skills - manages multiple tasks efficiently

Requirements

• 2 years of experience in an executive assistant role
• Experience assisting both professional and personal matters with discretion
• Excellent C1 level English written and verbal communication skills
• Ability to do self-directed work independently
• Proficiency in Google Workspace, ClickUp, or similar
• Experience working in FinTech is a huge plus

Nice to Have (Bonus Skills)

• Experience supporting a CEO, executive, or entrepreneur
• Background in sales or customer experience is a nice to have
• Understanding of accounting/bookkeeping concepts
• Basic social media management (LinkedIn posts, engagement, etc.)
• Event planning or coordination experience

Benefits

Position: Executive Assistant (FinTech)

Salary Range: $1000-$2000 USD + bonus

Working Hours: Flexible, but availability during CEOs operating hours.

Payment Frequency: Monthly

Type of Contract: Independent Contractor

Only CVs in English will be considered to participate in the process.