Experienced Full Time Virtual Assistant

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: TYPE OF WORK

Full Time

: SALARY

$1,200 USD per month

: HOURS PER WEEK

TBD

: DATE UPDATED

Mar 13, 2026

JOB OVERVIEW

# Executive Virtual Assistant
**Forward Deployed** · Full-Time · Remote · PST Hours

---

**Type**: Full-Time (40 hrs/week)
**Hours** | 9:00 AM – 5:00 PM PST (Mon–Fri)
**Reports To** | Founder / CEO

---

## About the Role

Forward Deployed is a fast-moving operator in the AI/agentic engineering space. We run fireside chats, a practitioner podcast, and build agentic products for PE portfolio companies and enterprise clients. We move fast, expect high-output work, and don't have patience for hand-holding.

We're looking for an experienced Executive Virtual Assistant who has done this before — someone who can own a wide range of operational and administrative tasks without needing to be micromanaged. You'll work directly with the Founder and be one of the most important people keeping the business running.

If you need things spelled out twice, this role is not for you. If you're organized, proactive, and detail-obsessed — read on.

---

## What You'll Own

### Outbound & Lead Management
- Build targeted cold outbound prospect lists using ---------- based on ICP criteria
- Write and execute cold outbound email sequences — you'll own sending, not just list building
- Follow up with leads diligently and track conversation status in our CRM
- Route warm leads appropriately and flag high-priority responses immediately

### Calendar & Schedule Management
- Own the Founder's calendar end-to-end — scheduling, rescheduling, conflicts, prep time blocks
- Send meeting confirmations, reminders, and context briefs before calls
- Protect deep work time and prioritize ruthlessly when the calendar fills up
- Keep the Founder accountable to their task list and weekly priorities

### Events & Graphic Design
- Create event graphics and promotional assets in Canva for fireside chats and hosted events
- Manage Luma event pages: copy, setup, guest management, and updates
- Coordinate logistics for virtual and in-person events

### Finance & Admin
- Assist with paying contractors and vendors on time
- Create and send customer invoices accurately and on schedule
- Track outstanding payments and follow up on overdue invoices
- Flag any billing or payment anomalies immediately

### Video Production Coordination
- Serve as the primary point of contact with video editors
- Track editing timelines, provide feedback relay, and ensure on-time delivery
- Organize raw footage, final cuts, and asset libraries
- Ensure podcast episodes and event recordings are published on schedule

### Travel & Logistics
- Book flights, hotels, and ground transportation for events and business travel
- Optimize for schedule fit, cost, and convenience — don't just book the first option
- Build and maintain detailed itineraries for every trip
- Handle cancellations, changes, and logistics issues as they arise

### General Operations
- Proactively identify things that are slipping before being asked
- Own ad-hoc research, outreach, and coordination tasks as they come up
- Maintain clean documentation and systems for recurring processes
- Be reachable and responsive during PST business hours

---

## What We're Looking For

### Required
- 3+ years of experience as a VA, EA, or Chief of Staff — ideally supporting a founder or executive
- Proven experience with ---------- or comparable outbound prospecting tools
- Hands-on Canva experience — you can produce clean, professional event graphics without oversight
- Strong command of Google Workspace (Calendar, Gmail, Drive, Docs, Sheets)
- Experience managing invoices and payments — QuickBooks, Wave, or similar
- Excellent written English — your emails and follow-ups represent this brand
- Extremely organized with a bias toward proactive communication
- Comfortable operating in a fast-paced, high-autonomy environment

### Strong Advantages
- Experience supporting a podcast or media production workflow
- Familiarity with Luma, Notion, or similar event/project management tools
- Background working with or adjacent to startups, PE, or B2B SaaS companies
- Experience coordinating with creative contractors (editors, designers)
- Comfortable with AI tools — we use them constantly and expect you to as well

---

## What You Won't Get Here

A rigid playbook. This role requires you to figure things out, build processes, and operate without someone holding your hand. We'll give you the tools, access, and context — you bring the judgment and execution.

---

## Compensation & Details

**Compensation**: Competitive — based on experience and location
**Schedule**: Full-time, 40 hrs/week, PST hours (9am–5pm Mon–Fri)
**Contract Type**: Independent Contractor or Full-Time Employment
**Start Date**: ASAP

---

## How to Apply

Send:

- A quick video walking through your experience
- Tools you use daily (be specific)
- Your availability and time zone

*Applications that feel copy-pasted will be ignored. We read everything that shows genuine fit.*

SKILL REQUIREMENT

English Virtual Assistant

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Experienced Full Time Virtual Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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