Virtual Executive Assistant

Virtual Executive Assistant Job Description

Are you looking to engage your passion for helping people be their best through meaningful work with a mission-driven company?

We’re looking for a virtual Executive Assistant! If you’re a seasoned independent contractor and a fantastic virtual Executive Assistant ready to help a dynamic team of passionate individuals scale, we want to hear from you.

Who We Are:

We are Vista Caballo, an experiential human and leadership development center that transforms the people who transform the planet.

We are a fast-paced company. Intensity is part of our definition of fun. Responsiveness is one of our core standards of excellence. We love what we do, including being available to our clients, so we need you to be available alongside us. We are a member of 1% for the Planet, a Certified B Corporation, and have been recognized as “Best for the World” many times over. If you’re a lifelong learner and are interested in being part of something that positively impacts the world, this could be a fit.

Your role:

As an integral part of the Vista Caballo team, the virtual Executive Assistant will report directly to the co-founder and CEO, Lisa Arie. The EA will provide high-touch, high-level administrative and project management in a fast-paced environment to support Lisa and our clients. You understand and manage organizational details, provide customer service, administer and interface with our team and/or vendors to troubleshoot, and juggle various logistics to boost the potential and success of our company. You are an extension of Vista Caballo, and there are no jobs that are too big or too small. You are an expert at keeping business running smoothly and efficiently.

Some of your main responsibilities:

Calendar Management: You proactively manage Lisa’s calendar while remaining cognizant of multiple concurrent projects. You continually prioritize activities by importance, deadlines, status, and dependencies.

Project Management: You know all the moving pieces to every situation, their respective statuses, potential blockers, and related solutions.

High-Touch Customer Service: You are available to quickly respond to high-value clients with professionalism and approachability while providing 100% accurate data.

Database Management: You manage and understand the data, run reports, and own the system.

Contract Management and Coordination: Manage contracts with designers, developers, and consultants by handling onboarding paperwork, assigning tasks, and communicating expected deliverables

Troubleshooting Technology: You are adept at troubleshooting and can do so with anything from Google Workspace, Adobe, and Trello to our internal Experience platforms.

Familiarity and Advocacy for the products we offer: You will be the go-to person for any questions that arise from our team or our clients, as well as the backup contact in times of high volume or team vacations.

Team Leader: You display patience, grace, and knowledge while training our team, improving processes, and working with our clients.

Provide educated and informed recommendations to our Founder: You are trusted to make informed recommendations and the occasional executive business decision. You are comfortable researching various solutions to a problem and presenting the best one.

Training: You pride yourself on being an expert in your field and predict the resources needed to educate the team so that it can remain efficient and effective.

The successful candidate will possess the following experience/qualities:

5+ years of remote executive assistant experience - you love this role and are a top professional in your field.
Proficiency with MAC and PC, Keynote, Dubsado, Trello, Adobe, Confluence, Google Workspace, Zoom, and Microsoft Office products.
Excellent interpersonal skills and professional-level fluency in English.
Motivated, proactive, self-starter with high-level critical thinking, attention to detail, time-management, organizational, communication, and reasoning skills, and great at team-building and collaboration.

Position Details/Requirements:

This position is a (1099) contractor position.
The fee for this position is $25/hr.
You have your own office, computer, and a reliable internet connection.
You have experience with our basic systems and software, such as Google, Google Drive, Trello, Confluence, Toggl, Zoom, and Microsoft Office, to name a few. You would be expected to learn any systems you are unfamiliar with on your own time.
We are looking to start with approximately 10-15 hours per month. As we scale, the hours required may increase. Let us know how much availability you have.
Must be able to respond to requests between 9am-6pm Mountain Time, Monday through Friday, and Sundays, as needed.
You are not looking for a full-time position; you are not a W2 employee; you are a seasoned 1099 contractor looking to build your business by working with ours; you are looking to be a long-term member of our team

Commitment:

We need you to be 100% present and available when working with us to get the job done well.

To Apply:

Please email Lisa Arie at lisa@vistacaballo.com with your resume, confirmation that you have the required skills, contact information, 3-5 professional references, and your time zone.

Vista Caballo jobs

Virtual Executive Assistant