Virtual Executive Assistant

Vintti is a specialized staffing agency that believes diversity is the catalyst for innovation. We connect US-based SMBs, startups, and firms with exceptional talent from Latin America, fostering a rich tapestry of cultural perspectives within American businesses. Our unique position allows us to handpick professionals who not only possess the required skills but also bring fresh ideas and global insights to the table. Vintti's services go beyond filling positions; we enrich company cultures and expand business horizons on an international scale.

A Virtual Executive Assistant (VEA) is a highly skilled professional who provides comprehensive administrative support to executives and business leaders from a remote location. This role involves handling a wide array of tasks such as managing schedules, organizing meetings, coordinating communications, and assisting with project management. VEAs are adept at using various digital tools and platforms to ensure seamless operations, enabling executives to focus on strategic initiatives. Effective communication, time management, and prioritization are essential qualities, making the Virtual Executive Assistant an invaluable asset in driving organizational efficiency and productivity.

- Proven experience as an Executive Assistant, Virtual Assistant, or similar role.
- Strong understanding of office management and administrative procedures.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and G Suite.
- Experience with scheduling tools and online calendars (e.g., Google Calendar, Microsoft Outlook).
- Familiarity with CRM software and database management.
- Excellent written and verbal communication skills.
- Strong organizational and time-management skills.
- Ability to multitask and prioritize tasks effectively.
- High level of attention to detail and accuracy.
- Strong problem-solving skills and ability to work independently.
- Experience in preparing and editing reports, presentations, and other documents.
- Proficiency in conducting online research and compiling information.
- Ability to manage confidential information with discretion.
- Experience in handling travel arrangements and itineraries.
- Familiarity with social media platforms and online professional presence management.
- Basic knowledge of budget preparation and financial reporting.
- Experience with virtual meeting software (e.g., Zoom, Microsoft Teams).
- Ability to provide technical support for virtual meetings and events.
- Familiarity with HR-related tasks, such as onboarding and record keeping.
- Proactive approach to identifying needs and anticipating requirements.
- Ability to work in a fast-paced and dynamic work environment.
- Strong interpersonal skills and ability to liaise with clients, partners, and stakeholders.
- Willingness to learn new tools and technologies as needed.
- Bachelor’s degree or equivalent experience in related field.

- Manage and prioritize email communications, responding on behalf of executives when appropriate.
- Schedule and coordinate meetings, ensuring all participants are informed and logistics are arranged.
- Prepare and organize meeting agendas, minutes, and follow-up actions.
- Handle calendar management, including scheduling appointments and resolving conflicts.
- Conduct research and compile information to support decision-making processes.
- Manage and update contact lists, including maintaining CRM databases.
- Prepare and edit reports, presentations, and other documents as requested.
- Handle travel arrangements, including booking flights, accommodation, and preparing itineraries.
- Screen calls and direct to the appropriate team member or department.
- Process invoices, track expenses, and prepare expense reports.
- Coordinate and manage special projects as assigned by executives.
- Maintain an organized filing system for both electronic and physical documents.
- Provide high-level administrative support, including filing, copying, and data entry.
- Liaise with clients, partners, and stakeholders on behalf of executives.
- Monitor and manage social media profiles and professional online presence.
- Perform market analysis and track industry trends to provide insights to executives.
- Assist in the preparation and reconciliation of budget reports.
- Manage and update company-wide policies and procedures as needed.
- Organize and manage both digital and physical office resources and supplies.
- Support HR-related tasks, such as onboarding new employees and maintaining HR records.
- Prepare and send out newsletters, memos, and other internal communications.
- Coordinate virtual team-building activities and employee recognition programs.
- Provide technical support for virtual meetings and events, ensuring smooth execution.

The ideal candidate for the Virtual Executive Assistant role is a highly experienced professional with a proven track record as an Executive Assistant, Virtual Assistant, or similar role, demonstrating a strong understanding of office management and administrative procedures. They are proficient in the MS Office Suite, G Suite, and familiar with CRM software and database management, along with scheduling tools like Google Calendar and Microsoft Outlook. Exceptional written and verbal communication skills, combined with strong organizational and time-management abilities, enable them to manage multiple priorities effectively while maintaining high attention to detail and accuracy. They possess strong problem-solving skills, the ability to work independently, and handle confidential information with discretion. This candidate excels in preparing and editing reports, conducting online research, and managing travel arrangements. They are adept at managing social media profiles, providing technical support for virtual meetings, and are knowledgeable in budget preparation and financial reporting. With a proactive approach and a customer-service orientation, they anticipate executive needs and proactively address them, all while thriving in a fast-paced, dynamic work environment. Their strong interpersonal skills facilitate effective liaison with clients, partners, and stakeholders. Adaptable, technologically adept, and quick to learn new tools, this individual is reliable, with a positive attitude, strong work ethic, and the ability to remain composed under pressure. They bring a commitment to continuous personal and professional development, contributing to team success with resourcefulness and innovation.

- Manage and prioritize email communications, responding on behalf of executives when appropriate.
- Schedule and coordinate meetings, ensuring all participants are informed and logistics are arranged.
- Prepare and organize meeting agendas, minutes, and follow-up actions.
- Handle calendar management, including scheduling appointments and resolving conflicts.
- Conduct research and compile information to support decision-making processes.
- Manage and update contact lists, including maintaining CRM databases.
- Prepare and edit reports, presentations, and other documents as requested.
- Handle travel arrangements, including booking flights, accommodation, and preparing itineraries.
- Screen calls and direct to the appropriate team member or department.
- Process invoices, track expenses, and prepare expense reports.
- Coordinate and manage special projects as assigned by executives.
- Maintain an organized filing system for both electronic and physical documents.
- Provide high-level administrative support, including filing, copying, and data entry.
- Liaise with clients, partners, and stakeholders on behalf of executives.
- Monitor and manage social media profiles and professional online presence.
- Perform market analysis and track industry trends to provide insights to executives.
- Assist in the preparation and reconciliation of budget reports.
- Manage and update company-wide policies and procedures as needed.
- Organize and manage both digital and physical office resources and supplies.
- Support HR-related tasks, such as onboarding new employees and maintaining HR records.
- Prepare and send out newsletters, memos, and other internal communications.
- Coordinate virtual team-building activities and employee recognition programs.
- Provide technical support for virtual meetings and events, ensuring smooth execution.

- High degree of professionalism and integrity
- Exceptional organizational and time-management skills
- Excellent written and verbal communication abilities
- Strong attention to detail and accuracy
- Proactive and self-motivated with a problem-solving mindset
- Ability to handle sensitive information with confidentiality
- Strong multitasking capabilities under tight deadlines
- Technologically adept and quick to learn new tools
- Adaptable and able to thrive in a dynamic work environment
- Customer-service oriented with strong interpersonal skills
- Positive attitude and strong work ethic
- Ability to anticipate executive needs and proactively address them
- Efficient in remote work settings with a high level of autonomy
- Reliable, with a strong track record of consistency and dependability
- Ability to stay calm and composed under pressure
- Eager to contribute to team success and collaborative efforts
- Resourceful and innovative in tackling challenges
- Detail-oriented with exceptional accuracy in work output
- Commitment to continuous personal and professional development

- Competitive salary range (dependent on experience)
- Comprehensive health benefits, including medical, dental, and vision insurance
- Flexible work hours to promote a healthy work-life balance
- Remote work opportunities, with provision for home office setup
- Generous paid time off (PTO) including vacation, sick leave, and personal days
- Paid holidays and additional floating holidays
- 401(k) retirement savings plan with company match
- Professional development programs and training opportunities
- Tuition reimbursement for continuing education and courses
- Employee wellness programs, including mental health support and resources
- Stipends for professional membership dues and subscriptions
- Performance-based bonuses and incentives
- Discount programs for various products and services
- Regular virtual team-building activities and company events
- Access to the latest productivity tools and software
- Opportunities for career growth and advancement within the company
- Collaborative and inclusive work environment
- Recognition and rewards for outstanding performance and contributions
- Paid parental leave for new parents
- Technology allowance for required work-related devices
- Employee referral bonus program
- Company-sponsored networking events and conferences