Executive Assistant (Virtual)

Virtual Executive Assistant — Founder/CEO Support (Remote) We're a growing cosmetic contract manufacturing company (~30 employees), founder-led and remotely managed across time zones. I'm looking for a sharp, highly organized virtual EA to support the CEO with communications, coordination, and operational follow-through. What you'll own: 1. Calendar & scheduling coordination: Manage and protect the CEO's calendar, reschedule client calls via Calendly, and handle light client-facing outreach (phone or email) when human touch is needed — e.g., explaining a reschedule or following up on a missed connection. 2. Task & deliverables tracking: Co-manage a running master list across categories — open quotes, client issues, legal/logistics, and prioritized action items. Check in with team members on their deliverables and due dates, push to receive on time. Communicate boundaries or discipline if needed. 3. Meeting coverage: Join or shadow CEO meetings where possible; at minimum, maintain organized records of transcripts and recaps in consistent formats. 4. Client communications support: Stay copied on relevant email threads, gather context on open items, and flag what needs attention. Draft emails and communications for CEO review and send on her behalf as needed. 5. Dispute & issue research: Investigate client dispute details by gathering all relevant details across team members/digital files and reading through contracts, SOPs, and correspondence (all provided), summarize findings, and draft proposed resolutions for review. You are: - An outstanding written communicator — clear, precise, professional - Fluent and genuinely comfortable with AI tools as part of your daily workflow (important for productivity and efficiency) - A strong thinker and processor — you synthesize information quickly and organize it well - Self-directed and resourceful; you read documents thoroughly without hand-holding - Diligent, consistent, and highly conscientious — you don't let things fall through cracks - Discreet with sensitive business and client information Logistics: - Fully remote - Preferred hours: approximately 8am–4pm EST (CEO is based in Western Europe, transitioning to Uruguay time from August — UTC-3) - Up to half of work is asynchronous given team spread across time zones ~20–30 hrs/week to start; scope may grow