CPT-11269 Executive Assistant & Business Operations Virtual Assistant

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A growing event planning and production agency is seeking a highly organized Executive Assistant & Business Operations Virtual Assistant to support the owner with executive administration, workflow organization, operational efficiency, and day-to-day business support.

The ideal candidate is a proactive Executive Assistant who enjoys improving processes, organizing information, and helping leadership operate more efficiently. This role will begin with approximately 10 hours per week and is expected to expand significantly as the VA becomes integrated into the business and takes ownership of additional operational responsibilities.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Contractors will be required to provide services that align with the following client tasks:

• Manage and organize the owner's inbox, calendar, and daily priorities
• Assist with scheduling meetings and implementing calendar management best practices
• Coordinate follow-ups, reminders, and action items
• Help organize executive workflows and improve day-to-day efficiency
• Assist with general executive administrative tasks as assigned

• Review and organize vendor paperwork and required documentation
• Request missing contracts, insurance certificates, logos, and supporting documents from vendors
• Maintain organized filing systems for event documentation and digital assets
• Assist with organizing event photos and digital archives using established workflows
• Support ongoing process documentation and workflow improvements

• Assist with bank and credit card reconciliations
• Maintain spreadsheets and tracking reports
• Support quoting and proposal preparation for projects
• Assist with CRM cleanup and database organization
• Support general administrative projects as assigned

• Recommend and implement simple workflow improvements
• Help organize Microsoft 365 systems and digital files
• Assist with implementing scheduling tools, templates, and business automation where appropriate
• Research technology solutions that improve operational efficiency
• Identify opportunities to streamline repetitive administrative processes

• Assist with maintaining project trackers and internal task management
• Help organize social media calendars and marketing workflows
• Review marketing materials and assist with content organization
• Support vendor communications and relationship management
• Assist with lead tracking and business development administration

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Previous Executive Assistant or Senior Administrative Assistant experience required
• Strong Microsoft 365 proficiency preferred
• Advanced Excel or spreadsheet experience preferred
• Experience supporting business owners or executives preferred
• Experience organizing business processes and documentation
• CRM experience (Constant Contact preferred)
• Strong organizational and project coordination skills
• Excellent written and verbal English communication skills

• Experienced Executive Assistant with strong business operations experience
• Highly organized and process-oriented
• Comfortable improving systems and workflows
• Technology-forward and quick to learn new software
• Strong Microsoft 365 proficiency
• Excellent Excel and spreadsheet skills
• Proactive problem solver who enjoys identifying opportunities for improvement
• Strong written and verbal English communication skills
• Professional, dependable, and comfortable supporting executive leadership

• Microsoft 365
• Microsoft Excel
• Outlook
• Constant Contact (Preferred)
• Microsoft Teams
• Google Workspace (Preferred)
• Project Management Platforms
• CRM Systems

• Contracted Hours per Week: 10 hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: Flexible EST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Senior and Advanced Level
• Contracted Hours per Week: 10 hours/week
• Daily Working Time: Flexible EST
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B (Native or Near-Native English accent required)
• REGION PREFERENCES: Any