The role of an Executive Virtual Assistant – Calendar & Email Management at 20four7VA
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
We are seeking a highly organized, detail-oriented, and proactive Executive Virtual Assistant to support a business owner who manages four separate companies.
The primary focus of this role is calendar coordination, email management, meeting scheduling, and follow-up support across multiple business entities. The ideal candidate is highly reliable, responsive, and capable of keeping schedules organized while ensuring that meetings, communications, and action items are handled efficiently.
This is an excellent opportunity for someone who thrives in a fast-paced environment, enjoys administrative coordination, and can work independently with minimal supervision.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
Calendar Management & Scheduling
Manage and coordinate calendars across four different companies.
Schedule, reschedule, and coordinate meetings, appointments, and events.
Monitor calendar availability and prevent scheduling conflicts.
Ensure all meetings are properly organized and updated.
Maintain accurate calendar records and scheduling workflows.
Meeting Coordination & Follow-Up
Confirm all scheduled meetings at the beginning of each week.
Send meeting invitations, reminders, and follow-up communications.
Track meeting updates, cancellations, and scheduling changes.
Ensure meeting details are communicated accurately to all participants.
Support ongoing coordination of recurring meetings and appointments.
Email Management
Monitor and manage email inboxes on behalf of the executive.
Draft, organize, and respond to emails when appropriate.
Prioritize incoming communications and flag important messages.
Maintain organized inbox management and email workflows.
Ensure timely responses and follow-ups on key communications.
Administrative Support
Assist with general administrative coordination related to meetings and scheduling.
Maintain organized communication records and scheduling documentation.
Support workflow efficiency by ensuring tasks and appointments are properly tracked.
Help keep business operations organized across multiple companies.
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
1–3+ years of experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, or similar support role preferred.
Strong experience with calendar management and email administration required.
Excellent written English communication skills.
Highly organized with exceptional attention to detail.
Ability to manage multiple calendars and competing priorities simultaneously.
Proactive, dependable, and able to work independently.
Strong follow-up and coordination skills.
Comfortable handling repetitive scheduling tasks while maintaining accuracy.
Experience supporting executives, business owners, or entrepreneurs is a strong plus.
Experience working in fast-paced environments preferred.
APPLICATION SOFTWARE KNOWLEDGE / REQUIRED TOOLS
Category
Tools / Platforms
Email Management
Gmail, Google Workspace
Calendar Management
Google Calendar
Virtual Meetings
Google Meet
Communication
Gmail, Google Workspace
Documentation & Organization
Google Docs, Google Sheets
Work Schedule
Contracted Hours per Week: 10 Hours
Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
Daily Working Time: TBD EST
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
Contractors will operate under a Master Services Agreement and a Statement of Work
This is not an offer of employment; contractors are not employees of 20four7VA or any client
All compensation is processed through 20four7VA according to the terms of the engagement
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