Executive Virtual Assistant (Project Management)

The Project Management EVA will serve as a high-level strategic, administrative, and project execution partner, ensuring that the vision, initiatives, and active projects are translated into clear plans, structured workflows, and consistent progress. This role anchors the CEO’s ideas into actionable, trackable projects while maintaining clarity, prioritization, and momentum.

This EVA must be capable of balancing a visionary leader’s enthusiasm for new ideas with the discipline required to close out existing initiatives. Responsibilities include email triage, calendar management, project scoping, meeting briefs, KPI reporting, documentation of project-related interactions, and building systems that streamline the CEO’s personal and project workflows. The EVA is expected to operate with strong initiative, assertiveness, and the ability to diplomatically push back when needed to protect timelines and priorities.

Email Triage & Communication Management

• Triage and prioritize emails related to active and upcoming CEO-led projects.
• Draft templated and semi-custom responses aligned with the CEO’s communication style.
• Flag decision points, project risks, and follow-up requirements embedded in emails.
• Maintain communication logs for project-related threads across stakeholders.

Calendar & Project Scheduling

• Manage the CEO’s schedule with precision to align meetings with project milestones.
• Book project-related planning sessions, check-ins, and decision checkpoints.
• Anticipate conflicts, shifting priorities, and required time blocks for deep work.
• Ensure timely preparation for project reviews, updates, and brainstorming sessions.

Project Planning, Tracking & Dossiers

• Convert CEO ideas into structured project briefs outlining scope, timelines, and dependencies.
• Prepare pre-meeting dossiers with project context, decisions needed, and risk points.
• Track progress of CEO-led initiatives, ensuring alignment to timelines and deliverables.
• Provide updates summarizing project status, next actions, blockers, and owner accountability.

Documentation, Reporting & KPI Visibility

• Document all project-related interactions in a structured, traceable format.
• Extract KPIs and progress indicators from tools, reports, and communications.
• Build dashboards reflecting project timelines, completion percentages, and risks.
• Maintain trackers and reporting cadences that give the CEO visibility without operational burden.

System-Building & Workflow Optimization

• Build workflow systems, templates, and project boards in Monday.com and supporting tools.
• Improve documentation structures for idea intake, project scoping, and execution tracking.
• Identify gaps affecting project completion, proposing and implementing improvements.
• Create standardized forms, PM templates, and automation workflows for consistency.

Requirements

Non-Negotiables

• Minimum 3 Years of Executive-Level Support: Must have at least 3 years of experience supporting C-level or senior executives virtually, with proven ownership of communication, scheduling, and project coordination.

• Project Management Experience: At least 1 year of hands-on project management using Agile, Waterfall, or hybrid methods, including planning, tracking, and closing out projects.

• Demonstrated Autonomy & Decision-Making: Proven ability to manage ambiguity, filter ideas, and guide a visionary executive toward prioritization and project closure.

Technical Skills & Experience

• Project documentation: Experience preparing briefs, scopes, timelines, and project summaries.
• Scheduling & coordination: Experience aligning calendars to project milestones and deadlines.
• KPI reporting: Ability to extract data and create basic dashboards using Excel or similar tools.
• Workflow building: Experience creating PM trackers, SOPs, templates, or project boards in Monday.com or comparable platforms.

Tools To Be Used:

• Monday.com – workflow management, boards, automations, dashboards
• Microsoft Excel – KPI extraction, reporting, trackers, analytical sheets
• SAP – travel, expense, departmental or operational modules (depending on client setup)
• Microsoft Office 365 Workspace – email, calendar, Word, Excel, Powerpoint
• Communication Platforms – Gmail, Slack, Teams, or equivalent

Benefits

• PTO
• HMO
• Fully Remote Work
• 45,000 - 55,000