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TYPE OF WORK
Full Time
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SALARY
$780/mo
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HOURS PER WEEK
30
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DATE UPDATED
Jul 26, 2026
**Executive & Family Virtual Assistant (Systems-Focused)**
Looking for an experienced, highly organized VA to support both me and my wife. I'm a corporate pilot and multiple business owner who moves fast but lacks structure — I need someone who can build and run the systems that keep me organized, not just execute tasks as they come in. My wife is a busy mother of three and founder of a perinatal/postpartum family support organization — she needs support across both her personal life and her work building the organization.
This is two things in one role: (1) a systems-minded VA who sets up and maintains the structure — notes, tasks, follow-through — that I don't naturally have, and (2) a traditional VA for day-to-day support for both of us. Not looking for a rookie — need someone who's set up a notes/task system before and knows what good looks like from experience.
Current stack: Google Workspace, Apple Notes/Reminders (open to changing this), Jira, and Linear. You're not locked into these — recommend changes where it makes sense, but be able to work with or migrate off what's already in place.
**What you'll do**
*Systems (primary focus early on)*
- Get a quick read on how notes, ideas, and communications are currently captured across both of us, and where things fall through the cracks
- Set up a system to capture, organize, and turn notes into actionable tasks/follow-ups — one that works for both my working style and my wife's, not a one-size-fits-me build
- Recommend tools where needed — favor a lean stack over adding complexity
- Set up the habits/workflow: how new notes get triaged, where tasks live, how follow-ups get tracked to close, how items get routed to the right person
- Once it's running, keep it maintained and refine it as things change
*My support*
- Manage my calendar and
- Handle recurring personal admin: appointments, renewals, reservations, follow-ups
- Keep a running list of my open items and chase them to close — this is the core value I need given my own lack of structure
- Comfortable working in Jira, Linear, and WhatsApp as part of daily coordination
*Wife's support*
- Support scheduling and admin for a busy household with three kids alongside her work
- Support her work building the organization — calendar,
- Light coordination with family members/service providers on scheduling
- Social media and Canva fluency — able to help create and manage content/posts for the organization
**What you need to bring**
- A few years of experience as a VA or similar, including having set up a notes/task system for a client or employer before
- Practical knowledge of common tools (Google Workspace, task managers, note apps) and a good sense of what actually gets used vs. what looks good on paper
- Strong written communication and professional phone/email manner
- Comfortable working with two different people's habits, priorities, and communication styles at once
- Trustworthy with sensitive personal and family information — discretion required
- Highly organized and proactive — this role exists specifically to bring structure that isn't naturally there, so self-direction matters more than usual
**Nice to have**
- Experience supporting a family with young children in addition to work admin
- Experience supporting a nonprofit or mission-driven founder
- Some familiarity with aviation or comfort learning enough to understand scheduling context
**Structure**
- Starting hours: to be determined based on actual workload — likely part-time to start, with potential to grow into full-time as the systems work settles and ongoing support needs become clearer. We'll assess together after the first few weeks. No exclusivity required — happy to be one of several clients, especially at part-time hours, as long as our real-time touchpoint windows are reliably covered.
- Fully remote
- Reports directly to me, with regular direct coordination with my wife on her items
- Working hours: flexible, and comfortable with back-of-the-clock work outside these windows. Don't need full-day overlap — just a reliable window, daily or every few days, where a phone call, live chat, or video call is possible. I'm generally available 6am-6pm Pacific; my wife is more available 9am-9pm Pacific and isn't a morning person, so midday Pacific tends to be the easiest window to reach both of us. Exact hours are negotiable as long as some real-time touchpoint is realistically reachable on a regular basis.
- First project: set up one workflow (e.g. notes-to-tasks pipeline) as a working trial, alongside starting on day-to-day calendar/email support
**To apply**
Briefly describe a notes/task system you've set up for someone else before, what tools you used, and how you know it actually stuck. Also share any experience supporting more than one person at once (e.g. a couple, an executive and their family).
