Executive virtual assistant

Executive Virtual Assistant & Speaking Engagement Coordinator Executive Support • Business Development • Speaking Engagements • Outreach Remote | Part-Time (10 Hours per Week)** Compensation: $5–$10 USD/hour (Based on Experience) + Performance Bonuses Opportunity for Long-Term Growth --- About Me I am Rachel L. Gary, a Leadership Coach, Award-Winning Author, Speaker, Media Host, and CEO dedicated to helping entrepreneurs and leaders develop the clarity, confidence, and strategy needed to grow personally and professionally. I'm looking for a proactive Executive Virtual Assistant who is excited about helping build a national speaking brand. This is much more than an administrative role, you'll be a key part of identifying opportunities, building relationships, and helping expand my impact through speaking engagements, workshops, and strategic partnerships. If you enjoy researching opportunities, communicating with professionals, and helping a mission-driven business grow, I'd love to hear from you. --- Position Overview Your primary responsibility is to help grow my speaking and training business by identifying qualified opportunities, conducting outreach, managing communications, and coordinating potential bookings. You'll serve as the first point of contact for prospective organizations while ensuring my inbox, outreach pipeline, and calendar remain organized and action-oriented. This role requires someone who takes initiative, follows through consistently, and enjoys creating opportunities, not simply waiting for assignments. --- Primary Responsibilities •Speaking Opportunity Research •Research and identify speaking opportunities, including: * Leadership conferences * Entrepreneur conferences * Business expos * Corporate training opportunities * Chamber of Commerce events * Professional associations * Colleges and universities * Libraries * Nonprofit organizations * Women's conferences * Diversity & Inclusion events * Black business organizations * Government agencies * Podcasts * Virtual summits * Panel discussions * Community organizations Search websites including: * Eventbrite * Meetup * LinkedIn Events * Chamber websites * Conference websites * Call for Speakers pages * Association websites * Community calendars * Google searches * Event boards Maintain a detailed database of every opportunity. --- Email Management * Review incoming emails daily. * Identify opportunities such as speaking invitations, podcast invitations, partnership requests, workshop inquiries, media interviews, sponsorship opportunities, and collaboration requests. * Organize and prioritize emails. * Archive spam. * Respond professionally to routine inquiries. * Escalate qualified opportunities requiring approval. --- Business Development & Outreach Conduct personalized outreach to: * Conference organizers * Event planners * HR departments * Business owners * Professional associations * Chambers of Commerce * Libraries * Colleges * Nonprofits * Community organizations Responsibilities include: * Introducing my speaking services * Promoting leadership workshops * Following up consistently with prospects * Tracking every conversation and follow-up --- Phone Outreach Confidently contact organizations to: * Introduce my services * Identify the decision-maker responsible for booking speakers * Discuss workshop opportunities * Schedule introductory conversations * Follow up after email outreach Professional phone etiquette is essential. --- Calendar Coordination Coordinate communication with event organizers by gathering: * Event date * Audience size * Event format * Compensation (if applicable) * Workshop length * Travel requirements * AV requirements * Event expectations Present complete opportunity details for my approval before confirming any booking. No engagements should be confirmed without my approval. --- CRM & Pipeline Management Maintain an organized CRM and spreadsheet that tracks: * Organization * Contact person * Email * Phone number * Event * Follow-up dates * Status * Notes * Outcome Track each opportunity through the pipeline: Prospect → Contacted → Follow-Up → Interested → Meeting Scheduled → Pending Approval → Booked → Completed --- Success in This Role Within your first 90 days, success will include: * Researching 30–50 qualified speaking opportunities each week * Sending 15–25 personalized outreach emails per day * Making 10–20 professional outbound calls per week * Maintaining consistent follow-up with prospects * Keeping my inbox organized and action-oriented * Scheduling 2–4 qualified discovery conversations each month * Helping create a consistent pipeline of speaking and workshop opportunities --- Ideal Candidate You are: * Highly organized * Professional * Self-motivated * Resourceful * Detail-oriented * Excellent at written English * Comfortable speaking on the phone * Friendly but persistent * Able to work independently * A strong communicator * A proactive problem solver * Comfortable representing an executive professionally --- Preferred Experience Experience in: * Executive Assistance * Business Development * Lead Generation * Appointment Setting * Sales Support * Cold Outreach * Email Management * CRM Management * Event coordination * Speaking/Coaching industry (preferred but not required) --- Software Experience Preferred experience with: * Google Workspace * Microsoft Office * Google Docs * Google Sheets * Canva (Basic) * LinkedIn * Calendly * Zoom * Kartra CRM * ChatGPT or other AI productivity tools --- Compensation * $5–$10 USD/hour (Based on Experience) * 10 hours per week to start * Flexible schedule * Availability during U.S. business hours for phone outreach preferred Performance Bonuses In addition to your hourly rate: *$10 for each confirmed unpaid speaking engagement *$50–$250 for each paid speaking engagement or workshop booked (based on engagement value of $500+) * Quarterly performance bonuses based on results and overall contribution Successful team members will have opportunities for increased hours, higher pay, and expanded responsibilities as the business grows. --- Communication Expectations * Daily progress updates * Weekly check-in meeting * Maintain detailed notes * Communicate proactively * Keep accurate records of all outreach --- To Apply Please submit: * Your resume * A brief introduction about yourself * Your executive assistant experience * Your business development or outreach experience * Your experience making outbound calls * A sample professional email you've written * Why you believe you would be a great fit for this position To show you've read this posting completely, begin your proposal with the words: "Opportunity Builder" Applications that do not include this phrase will not be considered. --- Bonus Qualifications Experience with: * Booking keynote speakers * Conference research * Podcast booking * Public relations outreach * Sponsorship outreach * Grant research * LinkedIn networking * KARTRA CRM automation * AI tools (ChatGPT, Claude, Gemini) * Social media relationship building --- Who You'll Be Supporting You'll be supporting a nationally growing leadership brand focused on entrepreneurship, executive coaching, leadership development, and personal growth. Your work will directly help organizations, entrepreneurs, and communities access transformational keynote presentations, workshops, and leadership training. This is more than an administrative position, it is a business development partnership. We are looking for someone who takes ownership, builds relationships, and is passionate about creating opportunities that make a lasting impact.