Executive Virtual Assistant — Events & Growth Operations

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TYPE OF WORK

Full Time

SALARY

$1200 USD per month

HOURS PER WEEK

40

DATE UPDATED

Oct 2, 2026

JOB OVERVIEW

Executive Virtual Assistant - Growth and Operations (Contract, Remote)

About the company

We are a fast-growing AI consultancy that helps organisations turn AI tools into real business outcomes. We work hands-on with teams to identify high-value workflows, train and enable teams, and build practical AI solutions. Our work sits at the intersection of AI strategy, implementation, community, and client delivery.

The founders are active in the AI ecosystem: attending and hosting workshops, community events, hackathons, and industry gatherings. These events create partnerships, client opportunities, and a growing volume of communications and follow-up. We are looking for an exceptional operator who can turn that activity into a well-run system.

The role

We are looking for a highly organized Executive Virtual Assistant to support two founders across executive administration, event operations, hiring coordination, and growth follow-up.

This is not a role for someone who simply waits for tasks. You will take ownership of the details that allow founders to stay focused on client strategy, relationships, delivery, and growth. You will manage the moving pieces: inboxes, calendars, event checklists, follow-ups, candidate scheduling, and project tracking.

You do not need to know our business or tools on day one; we will teach you our processes. What we cannot teach quickly is excellent judgment, calm follow-through, and the habit of seeing a loose end through to resolution.

Responsibilities:

1. Executive support and communication

Organize and triage founder inboxes; flag urgent messages, draft straightforward replies where appropriate, and make sure important commitments receive a follow-up.

Manage calendars, meeting preparation, scheduling changes, reminders, and light travel or event logistics.

Maintain a daily and weekly priorities view across meetings, email, Slack, and Notion so key items do not disappear in the noise.

Create simple meeting notes, action lists, and follow-up summaries; chase owners and close loops without repeated prompting.

2. Event operations

Coordinate the operational side of virtual and in-person events, workshops, community sessions, and industry gatherings.

Build and run event checklists, timelines, agendas, attendee communications, speaker or vendor coordination, and logistics.

Capture leads, conversations, and action items from each event; ensure thank-yous, follow-ups, meeting scheduling, and CRM/Notion updates happen promptly.

Support pre-event outreach and post-event follow-up so events become a repeatable pipeline engine, not a pile of business cards and good intentions.

3. Project tracking and operations

Keep Notion current with projects, priorities, owners, deadlines, and next steps.

Coordinate across Slack, Google Drive, Google Sheets, and internal tools to keep work visible and moving.

Identify recurring administrative bottlenecks and create practical systems to remove them.

4. Social media and growth support

Support light social-media execution around events, company activity, and founder content: prepare approved drafts, coordinate assets, schedule posts, and monitor basic engagement.

Keep contacts, lead data, follow-up lists, and event notes clean and organized.

Assist with basic SDR-style administration, including research support, lead-list cleanup, follow-up tracking, and handoff of warm prospects.

5. Hiring coordination

Keep active hiring processes moving: monitor applicant communications, coordinate 15-minute screening calls, manage reschedules, and maintain candidate records.

Work alongside existing screening workflows and automation; step in when a person needs a clear response, coordinated schedule, or thoughtful follow-up.

6. Owns the follow-through

You will be the operational backstop for the founders. The standard is simple: important messages, commitments, applicants, leads, and event tasks should not die quietly in an inbox or task list.

What we need from you:

3+ years of experience as an executive assistant, virtual assistant, operations coordinator, project coordinator, or similar high-accountability role.
Experience supporting a founder, executive, agency leader, community leader, or fast-moving small business.
Excellent written and spoken English, with a professional, calm, and concise communication style.
Proven event, workshop, community, or marketing coordination experience is strongly preferred.
Exceptional organization and follow-through. You can convert an ambiguous request into a clear action plan.
Strong working knowledge of Notion, Google Workspace, Google Drive, Google Sheets, Slack, and calendar tools.
Comfortable working across several priorities without losing detail or requiring constant direction.
Experience with CRM workflows, lead follow-up, scheduling tools, recruiting coordination, basic SDR support, or social-media operations is a strong advantage.
Sound judgment about urgency and confidentiality. You will be handling founder communications, candidate information, and client-related activity.
Work style, hours and expectations:

Requested scheduled working hours with meaningful overlap in Pacific Time. The founders are based in the United States.
Part-time to start, with the potential to grow into a larger ongoing role for the right person.
Independent contractor: it is fine to have other clients as long as the work here gets done well, on time, and with consistent availability.
Equipment: your own computer and a stable internet connection.
Attention to detail: when you apply, include the phrase “Close the loop” somewhere in your application so we know you read the whole description.
Proof of work:

We will ask every serious applicant for proof that they have worked in a role requiring real ownership and follow-through. Two options:

Written: describe one executive, operations, event, or project-coordination challenge you owned. Explain the situation, the moving pieces, the system you used, how you kept people accountable, and the outcome. Screenshots or examples are welcome with confidential details blurred.
Video (preferred): a 2 to 3 minute Loom recording walking us through a Notion workspace, event plan, project tracker, or operating system you built or ran. Talk us through how you prioritize, track follow-ups, and prevent things from falling through the cracks.
How to apply:

Interested candidates should submit the following in our Google form: ----------

A few rules for this application:

Please do not apply if you prefer a narrow, task-by-task role. We need someone comfortable taking responsibility for a moving set of priorities.
Read the entire job description and fill out the application thoroughly.
Do not send only links to a portfolio, CV, or LinkedIn. Tell us something specific about how you organize work, manage urgency, and keep commitments from being dropped. Low-effort applications will be skipped.
Please include:

Resume
A short cover note
Your proof of work (written or video, see above)
The tools you have used and rough time on each: Notion, Google Workspace, Google Drive, Google Sheets, Slack, calendar/scheduling tools, CRM tools, event platforms, social-media scheduling tools, and recruiting tools

SKILL REQUIREMENT
Events Management Organization Virtual Assistant
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