Transaction Coordinator EVA

The Executive Virtual Assistant (EVA) will serve as a high-judgment operational and administrative partner, supporting two executives with distinct but complementary operating styles.

This role requires strong decision-making, proactive judgment, and context awareness to manage communication, scheduling, prioritization, and cross-stakeholder coordination without creating noise or unnecessary escalation.

The EVA is expected to:

• Filter information intelligently
• Protect executive attention
• Maintain clarity and momentum
• Adapt execution style depending on whether the context is Amy-led, Dave-led, or client-facing

This is not a task-only administrative role. The EVA must be capable of operating independently, making judgment calls within defined guardrails, and escalating only when impact or ambiguity exceeds confidence.

DUTIES AND RESPONSIBILITIES

Email Triage & Communication Management

• Triage, prioritize, and organize incoming emails for both executives to maintain clean, actionable inboxes.
• Apply different communication handling standards depending on executive context:
• Amy: preserve context, avoid assumptions, draft for approval on higher-risk items.
• Dave: move items forward decisively, acknowledge quickly, close loops.
• Draft templated and semi-custom responses aligned to each executive’s communication style.
• Flag urgent, high-risk, or sensitive matters with clear summaries and recommendations.
• Consolidate non-urgent items into digestible summaries rather than interrupting flow.
• Maintain communication traceability to ensure no commitments, deadlines, or follow-ups are missed.
  

Calendar Management & Scheduling

• Manage and optimize both executives’ calendars, accounting for different priorities and operating preferences.
• Schedule internal and external meetings with clear purpose, agenda context, and appropriate buffers.
• Enforce scheduling rules and boundaries:
• Protect focus and preparation time for Amy.
• Optimize for momentum and leverage for Dave.
• Identify and proactively resolve scheduling conflicts, presenting options rather than problems.
• Coordinate reschedules when priorities shift, without creating downstream confusion.
• Escalate calendar conflicts only when trade-offs require executive input.

Meeting Preparation & Executive Briefings

• Prepare pre-meeting briefs or dossiers as needed, including:
• Purpose of meeting
• Relevant background or prior discussions
• Key documents or links
• Risks, decisions needed, or follow-ups
• Summarize outcomes and next steps from meetings when required.
• Ensure executives enter meetings with decision-ready information, not raw data.

Priority Management & Escalation Handling

• Act as a first-line filter for requests, interruptions, and inbound demands.
• Identify who should truly own an issue before escalating (e.g., Amy, Dave, or another stakeholder).
• Escalate using structured formats:
• What’s happening
• What decision is needed
• Recommended action
• Avoid both over-escalation and silent guessing.
• Maintain visibility on open loops and unresolved items.

Documentation, Tracking & Light Reporting

• Maintain simple tracking of commitments, deadlines, and follow-ups.
• Support clarity by documenting decisions or agreements when needed.
• Provide concise summaries of outstanding items when requested.
• Help reduce cognitive load by surfacing only what requires executive attention

Requirements

Non-Negotiables

• Executive-Level Support Experience:
  Minimum of 3 years supporting senior leaders or executives, with ownership of inbox, calendar, and priority management.

• Independent Judgment:
  Demonstrated ability to make decisions, manage ambiguity, and operate without constant instruction.

• Dual-Executive Support Capability:
  Comfortable supporting two leaders with different operating styles and priorities.

Technical Skills & Experience

• Email and communication management with templated and semi-custom responses.
• Calendar management across multiple stakeholders and competing priorities.
• Meeting coordination and preparation.
• Task and follow-up tracking using structured systems or tools. (Asana, Google Workspace)
• Basic reporting, summaries, or dashboards as needed.

Cognitive & Analytical Skills

• Ability to Handle Complexity: Must meet or exceed a PI Cognitive Score of 240+ 
• Analytical reasoning for evaluating feasibility, risks, and resource requirements of new ideas.
• Pattern recognition for spotting bottlenecks and priority misalignment early.

Behavioral & Execution Skills

• Proactive and anticipatory, not reactive.
• Comfortable pushing back respectfully when needed.
• Strong follow-through and ownership.
• Able to switch execution style depending on context
• Calm under pressure and changing priorities.

Interpersonal Skills

• Professional judgment in written and verbal communication.
• Ability to coordinate across internal and external stakeholders.
• Capable of maintaining trust with both executives simultaneously.
• Diplomatic when communicating risk, delays, or constraints.

Benefits

• Health benefits
• PTO Credits
• 100% Remote