Virtual Executive Assistant — Executive Life & Business Support (Long-Term)

# Virtual Executive Assistant — Executive Life & Business Support (Hospitality Focus)

## About the Role (Please Read Carefully)

I am a California-based entrepreneur who operates multiple businesses, primarily in the restaurant and hospitality space (restaurants, bars, events, and related projects). My schedule, inbox, and priorities move quickly, and I rely on strong systems, clear communication, and disciplined follow-through.

I am looking for an experienced Virtual Executive Assistant (EA) who can independently manage the core of my executive life — including inbox, calendar, priorities, and follow-ups — while also being comfortable taking on occasional, clearly scoped business-related tasks tied to my hospitality businesses.

This is a long-term role for a high-performing Executive Assistant, not an entry-level VA position. If you require basic training in email, calendar, or task management, this is not the right fit.

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## What This Role Is (and Isn’t)

This role IS:
- Executive-life focused (inbox, calendar, priorities, follow-ups)
- Systematic, structured, and outcome-driven
- Best suited for someone who can operate with minimal direction
- Ideal for someone who understands the pace and urgency of hospitality

This role is NOT:
- A general, unfocused “do everything” VA role
- Customer service, social media management, or cold calling
- A beginner or junior admin position

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## Who You Are (Must-Haves)

Please only apply if you genuinely meet most of these criteria:

You have:
- At least 3+ years of real Executive Assistant or Senior VA experience
- Strong written and spoken English (professional, clear, confident)
- Proven experience managing:
- Busy executive inboxes
- Complex calendars across multiple time zones
- Follow-ups with vendors, partners, and internal teams
- Task tracking and prioritization systems

You are:
- Extremely detail-oriented and reliable
- Proactive (you anticipate needs instead of waiting for instructions)
- Comfortable working with a fast-paced business owner
- Trustworthy with confidential information
- Equipped with stable internet, a quiet workspace, and professional setup

Preferred (Nice to Have):
- Prior experience supporting someone in restaurants, hospitality, or events
- Familiarity with:
- Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)
- Notion, Asana, Trello, or similar tools
- Slack or similar messaging platforms

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## Your Core Responsibilities (Primary Focus)

### 1) Inbox & Communication Management (Top Priority)
- Daily inbox triage and organization
- Clearly flag urgent items
- Draft responses when appropriate (using provided templates/examples)
- Keep email threads moving forward and reduce my overall email load

### 2) Calendar & Scheduling
- Manage my calendar efficiently
- Schedule meetings, calls, vendor visits, tastings, and appointments
- Confirm details, send reminders, and prevent conflicts
- Maintain a clear weekly overview so I am never surprised

### 3) Follow-Ups & “Waiting On” Tracker
- Maintain a simple, clean tracker of outstanding items
- Follow up with vendors, partners, contractors, or internal tea ---------- mbers as needed
- Ensure nothing falls through the cracks

### 4) Executive Support & Light Project Coordination (Hospitality Context)

From time to time, you may be asked to help with clearly defined, short-term business tasks such as:
- Reviewing whether certain action items are being completed by tea ---------- mbers
- Spot-checking or monitoring specific processes for a set period (e.g., “for the next two weeks, verify clock-ins are being done properly”)
- Organizing information and summarizing it back to me in a clear, concise way
- Light research (e.g., comparing options, gathering info, or compiling quotes)

These requests will always be clear, scoped, and time-bound, not vague or open-ended.

### 5) Document & Admin Support
- Format and polish internal documents, SOPs, menus, or proposals
- Create clean checklists or simple trackers when needed
- Keep files organized in Google Drive

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## What Success Looks Like (First 2–3 Weeks)

Within your first few weeks, I expect:
- My inbox is significantly more manageable
- My calendar runs smoothly with fewer last-minute issues
- Follow-ups are consistent and well-documented
- You communicate clearly and ask smart clarifying questions
- You can execute tasks independently once briefed

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## Hours & Pay
- Pay: Up to $10 USD per hour, based on experience and performance
- Hours: 20–30 hours per week to start, with potential to increase
- Required overlap: At least 2–4 hours per weekday with Pacific Time (California)
- This is a long-term position for the right person.

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## How to Apply (You MUST Follow These Steps)

To be considered, you must submit all of the following:

### 1) A 2–3 minute Loom or video introduction covering:
- Your background as an Executive Assistant
- The types of executives you have supported
- Your experience (if any) working with restaurants, hospitality, or fast-paced environments
- Why you believe you are a strong fit for this role

### 2) Short written answers to these questions:
- How do you typically triage and manage a busy inbox?
- How do you track follow-ups so nothing gets missed?
- What tools are you most comfortable using and why?

### 3) One example (you may redact private info):
- A tracker, calendar system, or organized document you have created

### Attention to Detail Test:
Begin your application with:
???? “Executive EA — I read the full post.”

Applications that do not follow these instructions will not be considered.

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## Hiring Process
- Short interview
- Small paid test task
- 2-week trial period before final confirmation

I look forward to reviewing your application.