Executive Virtual Assistant

Captain Jay's Fish & Chicken

5h • Remote

About The Position

We are a management office supporting 50+ businesses and 400+ team members. We need an Executive Assistant who has owned a busy executive's calendar and kept it clean. You will run the schedule across time zones, guard the executive's time, and make sure every meeting starts prepared. Nothing gets double-booked, forgotten, or walked into cold. This is a long-term role, and we promote from within.

Requirements

• 2+ years as an Executive Assistant, VA or similar role, with calendar management as a core duty.
• Calendar ownership for at least one executive or manager, including scheduling across time zones.
• Hands-on with Outlook / Microsoft 365 calendar and/or Google Calendar: shared calendars, recurring events, time zone settings.
• Your own follow-up system. Something you built and ran, not one you were handed.
• Clear, professional written and spoken English.
• Comfortable making short phone calls to confirm or reschedule.
• 50 Mbps download minimum internet speed.
• A laptop or desktop (not a phone).
• A headset with microphone.
• A quiet workspace.
• Full-time EST availability, 8:00 AM to 5:30 PM EST every weekday.
• No second job, freelance clients or scheduled classes.

Nice To Haves

• Supported a C-level executive or business owner directly.
• Scheduling tools such as Calendly, plus Zoom or Teams meeting setup.
• Task trackers such as ClickUp, Asana, Notion or Microsoft To Do.
• Previous work for US-based clients.

Responsibilities

• Own one executive's calendar across US and Manila time zones: book, move and confirm meetings.
• Catch double-bookings before they happen and protect focus time.
• Send a day-ahead briefing each evening and a week-ahead briefing each Friday, with conflicts flagged.
• Prep every meeting: agenda, attendees, documents and notes from last time.
• Run the reminder system for deadlines, renewals and follow-ups.
• Triage the executive's inbox: draft replies, file, and flag what needs their attention.
• Track action items from each meeting until they are closed.
• Make short confirmation and rescheduling calls when email is too slow.
• Data entry and record updates across spreadsheets and cloud systems, accurate the first time.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed