Role Overview
We are hiring two Executive Virtual Assistants – one to support the CEO and one to support the COO.
This is a high-ownership, low-drama EA role: the work itself is straightforward (scheduling,
follow-ups, agendas, simple client communication), but the standard of execution is high. We’re looking for someone who:
● Treats follow-through and reliability as non-negotiable
● Is comfortable with clear, direct feedback
● Can be trusted to own the calendar, cadence, and preparation around client calls
If you’re the kind of EA who sees a simple process and thinks, “I can run this perfectly every time,” this role is for you.
Key Responsibilities
Calendar & Scheduling Management Own the executive’s calendar: schedule, reschedule, and protect time thoughtfullyEnforce meeting rules, such as:○ No bookings without sufficient notice
○ No meetings accepted without a clear purpose/agenda
Coordinate recurring calls with clients and make sure only necessary people attend (e.g., excuse CEO/COO if their presence isn’t required)Client Communication & Meeting Prep Send pre-call notifications to clients following agreed cadences○ E.g., “If you have anything to discuss this week, let us know; otherwise we’ll cancel the call.”
Confirm what clients want to cover so calls are focused and necessaryPrepare clear, concise agendas for recurring client meetings based on:○ Previous notes
○ Client updates
○ Internal priorities
Follow up post-call to ensure action items are tracked and visible to the team Executive Support & Admin Provide daily or weekly agendas for the CEO/COO so they know exactly what’s coming up and what’s needed Do light admin around reports, follow-ups with internal staff, and status checks Keep information organized in HubSpot and internal tools so that executives don’t have to chase details
Must-Have Qualifications
2–4+ years of experience as an Executive Assistant / Virtual Assistant / Operations AssistantStrong written and verbal English communication skillsComfortable communicating with B2B clients in a professional, concise, and direct wayProven experience with:○ Calendar management & scheduling
○ Preparing meeting agendas
○ Coordinating recurring client calls
Ability to follow and enforce simple rules and cadences (e.g., no agenda = no meeting)Highly reliable, organized, and detail-focused – you close the loop and don’t drop ballsComfortable working with direct, straightforward executives and not shutting down or disappearing when given honest feedbackAble to work consistently within Mountain Time (MT) business hours
Nice-to-Have Qualifications
Experience supporting businesses in:○ Fintech, payments, crypto, risk management, or financial services
Familiarity with:○ HubSpot (or similar CRM)
○ Gmail / Google Workspace (Docs, Sheets, Calendar)
○ Microsoft Word and Excel
Prior remote experience with founders or C-level executives in lean teams
Tools & Tech
You should be comfortable working with:HubSpot (primary CRM – training provided if needed)Gmail & Google CalendarGoogle Docs & SheetsBasic productivity tools for note-taking, agendas, and task tracking
Ideal Personality & Work Style
You take ownership: if you say you’ll do it, it gets doneYou ask clarifying questions once, then run with itYou don’t need hand-holding for simple processes and can self-manage your timeYou’re not easily rattled by direct feedback and can course-correct quicklyYou care about results and outcomes, not just checking tasks off a list
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
