Executive Administrative Assistant

Summary

Join our team as a Virtual Administrator and provide comprehensive support for daily operations, internal communications, and digital engagement. This remote, part-time or full-time position, operating within US Pacific hours, is ideal for detail-oriented and tech-savvy individuals. You will manage calendars, schedule meetings, handle email correspondence, and organize files. Responsibilities also include creating email campaigns, updating contact databases, designing visuals, assisting with virtual events, and tracking key metrics. The role requires proficiency in various cloud-based tools and strong communication skills. Opportunities exist to expand your impact through cross-training in areas such as CRM management, marketing support, and executive support.

Requirements

• Google Workspace (Gmail, Drive, Docs, Sheets, Slides, Calendar)
• Canva (graphics, slides, simple layouts)
• Strong written/verbal communication
• Highly organized, proactive, and responsive

Responsibilities

• Manage calendars, schedule meetings, and handle email correspondence (Gmail/Google Calendar)
• Organize files and maintain shared drives (Google Drive)
• Take notes and track action items during virtual meetings
• Build forms and collect data (Google Forms)
• Create email campaigns, segment lists, and track performance (Constant Contact)
• Update contact databases and set up basic automations (HubSpot)
• Perform CRM hygiene: deduplication, tagging, reporting
• Coordinate newsletters and compile performance metrics
• Create/update presentations, one-pagers, and branded materials (Canva)
• Design visuals for events, emails, and social media
• Ensure materials align with brand guidelines
• Assist in planning and running virtual events (Zoom, Google Meet, etc.)
• Prepare speaker briefs, manage RSVPs, and handle follow-ups
• Send post-event surveys and compile feedback
• Track key metrics (campaigns, CRM, engagement)
• Keep SOPs and admin documentation up to date
• Support light project management (Google Sheets, Trello)

Preferred Qualifications

• HubSpot (CRM navigation, lists, workflows) Experience or exposure would be a plus
• Constant Contact (email setup, list management, reporting). Experience or exposure would be a plus
• Experience with LinkedIn campaign management
• Familiarity with Trello, Notion, Slack, or Airtable
• Basic copywriting or content editing skills