Executive Virtual Assistant & Event Host - Contract to Hire
We're seeking an experienced, highly organized professional to serve as Executive Assistant to our CEO while managing virtual coordination duties and hosting monthly virtual events. This 10-hour-per-week position focuses on remote administrative support, virtual event hosting, and client-facing responsibilities. The ideal candidate will be reliable, proactive, and comfortable managing multiple priorities in a virtual environment.
Virtual Event Hosting:
?? On-camera host for evening virtual events Mon-Fri (4:00
pm - 9:00 pm EST events for career women).
?? Available for one (1) Saturday morning per month (8:00 am -
12:00 pm EST).
Administrative Support:
?? Manage CEO's calendar and coordinate daily/weekly
schedules.
?? Lead virtual team meetings on a weekly basis.
?? Provide premium white-glove client service, including:
- Personalized communication and support VIP client
experience management.
- Proactive problem-solving and anticipation of client
needs.
- High-touch follow-up and relationship maintenance.
Event Coordination:
?? Plan and execute monthly virtual meetings and webinars.
?? Research, vet, and manage relationships with:
- Event vendors and suppliers
- Virtual Service Providers
- Coordinate online logistics
- Schedule travel and accommodations
Operational Duties:
?? Plan and execute hybrid events including:
- 3-4 annual in-person events
- Monthly virtual meetings/webinars
- Coordinate both online and offline logistics
?? Develop and maintain efficient systems for digital filing
and documentation.
?? Handle client communications and follow-ups across all
channels.
?? Manage CRM tools and email marketing platforms.
?? Create invoices and track payments.
?? Project management using Asana.
?? Negotiate and manage vendor contracts and relationships.
?? Create and maintain preferred vendor lists.
?? Coordinate high-end catering, venues, and event.
experiences.
Required Qualifications:
?? 3+ years of executive-level support experience.
?? Proven experience managing virtual events and providing exceptional client services.
?? Excellent organizational and time management skills.
?? Strong vendor management and negotiation skills.
?? Proficiency in G-Suite, Zoom, Asana (ActiveCampaign CRM experience is a plus).
?? High digital literacy and remote work experience.
?? Outstanding written and verbal communication skills.
?? Must be comfortable hosting on-camera virtual events.
?? Ability to work independently and meet deadlines in a remote setting.
Key Attributes:
?? Client-facing and results-focused.
?? Proactive, detail-oriented, and process-driven.
?? Exercises discretion and maintains confidentiality.
?? Thrives in fast-paced environments.
?? Strong problem-solving abilities.
?? Excellence in relationship building and maintenance.
?? Keen eye for details, quality, and premium service standards.
Position Details:
?? 10 - 15 hours per week (potential for additional hours).
?? Remote work arrangement:
- Fully remote with virtual hosting and coordination responsibilities.
- Monthly virtual meetings.
?? Potential for role expansion.
?? Compensation based on experience and qualifications.
The ideal candidate will understand the importance of creating exceptional white-glove experiences for our clients while maintaining efficient operational systems. They should be comfortable managing multiple priorities and delivering consistent, high-quality results in a virtual environment and be open to potential growth opportunities as the role evolves.
?? Note: No negotiations or agreements will be conducted outside of Upwork.
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