Virtual Executive Assistant (Full-Time | Remote)

Virtual Executive Assistant (Full-Time | Remote) - Location: Remote - Employment Type: Full-Time (40 hours/week) - Working Hours: Monday to Friday, 9:00 AM – 5:00 PM (Lisbon, Portugal Time) We're looking for a highly organized, proactive, and detail-oriented Virtual Executive Assistant to help keep daily operations running smoothly. This role is ideal for someone who enjoys creating order, staying ahead of deadlines, and ensuring that nothing falls through the cracks. You'll work closely with company leadership, helping manage communications, schedules, tasks, and administrative projects. Key Responsibilities Email Management - Organize inboxes using folders, labels, and filters. - Monitor incoming emails and ensure timely follow-up. - Draft professional email responses for review. - Flag urgent messages and prioritize communications. - Track outstanding conversations and ensure nothing is overlooked. Calendar & Appointment Management - Manage and maintain a busy calendar. - Schedule meetings, calls, and appointments. - Check availability and coordinate with multiple parties. - Consider travel and commute times when scheduling. - Prevent scheduling conflicts and optimize daily workflows. - Send reminders and ensure all logistics are prepared in advance. Task & Project Management - Create and maintain task lists and action items. - Track deadlines and follow up on outstanding tasks. - Ensure projects continue moving forward. - Organize priorities and help keep work on schedule. - Proactively identify items that require attention. Research - Conduct online research on a variety of topics. - Gather and summarize information clearly. - Compare services, vendors, tools, or other resources when needed. Administrative Support - Maintain organized digital files and documentation. - Assist with general administrative tasks as needed. - Help improve processes and increase operational efficiency. What We're Looking For - Exceptional organizational skills. - Strong attention to detail. - Excellent written and verbal communication. - Ability to work independently and proactively. - Strong problem-solving skills. - Ability to manage multiple priorities simultaneously. - High level of professionalism and discretion. Tech-savvy and comfortable learning new software quickly. Requirements - Fluent English (written and spoken) is required. - Portuguese is a major plus. - Previous experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, or similar role. - Reliable internet connection and suitable remote work environment. - Must be available to work Monday through Friday from 9:00 AM to 5:00 PM (Lisbon, Portugal Time). Bonus Skills - Experience with tools such as: - Google Workspace (Gmail, Calendar, Docs, Sheets) - Trello or similar project management tools - ChatGPT or other AI productivity tools What Success Looks Like The ideal candidate is someone who anticipates needs before they're asked, keeps communication organized, ensures deadlines are met, and creates systems that make day-to-day operations more efficient. If you're highly organized, love bringing structure to busy schedules, and enjoy helping executives stay focused on what matters most, we'd love to hear from you.