Virtual Executive Assistant Support

Proactively manage complex calendars and time-block for priorities

Schedule meetings across multiple time zones and manage conflicts

Ensure all relevant materials are added to calendar invites for preparation

Triage, prioritize, and organize executive email inboxes

Draft, proofread, edit, and respond to communications on the executive’s behalf

Flag urgent messages, set up rules/filters, and ensure follow-ups happen

Prepare board materials, agendas, and briefing packets

Coordinate board meeting logistics and schedule

Track action items, follow-ups, and manage communications

Craft executive-level correspondence, announcements, and talking points

Write and send thank you notes or select thoughtful gifts

Prepare presentations or materials for speaking engagements or events

Manage meeting invites, agendas, and distribute pre-read materials

Prepare presentations, take notes, research, and track action items

Coordinate post-meeting follow-ups and deadlines

Create and manage task/project lists for executives and teams

Coordinate deliverables and track progress against deadlines

Liaise between departments to ensure tasks stay on track

Book complex travel arrangements (flights, hotels, ground transportation)

Manage changes and provide support during trips

Prepare travel documents, itineraries, and expense reports

Plan and coordinate executive or team events, retreats, and dinners

Manage vendor contracts, venue bookings, and catering

Oversee guest lists, invitations, RSVPs, and day-of logistics

Collect, organize, and submit receipts for reimbursement

Prepare and review expense reports for accuracy

Track spending and flag any inconsistencies or missing documentation

Provide light bookkeeping support, such as invoicing and entering transactions as needed

Maintain accurate and up-to-date CRM records for key stakeholders

Generate and format CRM reports for executive review

Perform data validation and ensure all critical fields are complete

Research, vet, and recommend vendors or service providers

Manage contracts, agreements, and key deadlines

Oversee deliverables and handle communications

Conduct market, vendor, or industry research as requested

Prepare and format reports or executive summaries

Present findings in a clear, actionable format

Organize and maintain secure, cloud-based file systems

Implement naming conventions and manage user access

Archive, retrieve, and prepare documents for meetings or audits

Schedule and publish client provided content on designated platforms

Monitor and respond to comments or direct messages as directed

Track engagement and provide basic activity updates