We are seeking a highly organized, proactive, and tech-savvy Executive Assistant (EA) / Virtual Assistant (VA) to support Public Speaker, Wellness influencer. This role requires someone who is reliable, detail-oriented, and adaptable, with excellent communication skills and the ability to manage multiple tasks simultaneously.
This is a primary role for someone looking for long-term growth within the organization. While the EA will have designated working hours, they must also be available for additional hours if needed and be open to receiving voice notes and text messages at any time. They will not be expected to respond or act on them immediately unless urgent, but they must review them first thing in the morning during their workday.Key Responsibilities
Administrative & Scheduling Support
Manage and schedule appointments, meetings, and global speaking engagements, social media platforms uploads, newsletter.
Organize and maintain multiple calendars across platforms, including:
Mac-based (iCloud Calendar)
Windows-based (Outlook Calendar)
Google Calendar
iOS calendar apps
Handle email correspondence professionally and efficiently.
Coordinate and organize travel arrangements for international events.
Create and manage Google Meet meetings, calendars, Zoom meetings or others, ensuring proper scheduling and invitations.
Website & Email Marketing Management
Maintain and update WordPress website (including blogs, pages, and landing pages).
Manage and update Flodesk, Beacons (or similar platforms) for email campaigns and newsletters.
Segment and maintain email lists, implementing automated workflows.
Ensure digital content aligns with branding and messaging.
Create and manage JotForms (or similar) for surveys, applications, and client intake processes.
Podcast & Media Coordination
Manage invitations for podcast guests and coordinate scheduling.
Track and respond to podcast invitations for you to appear as a guest.
Work with social media, PR, and business teams to promote podcast episodes.
Ensure all podcast-related communication is organized and timely.
Social Media & Community Management
NOTE: candidate should be a self starter and quick learner, meaning that if there are programs, platforms, or software on this qualifications list that they are not familiar with, they should be able to very quickly do a YouTube, ChatGPT, or Google search to learn how to use these platforms within 5 to 15 minutes. If you are not able to do that, then you are not the right candidate as this would mean, you are not a problem solver, quick learner or text Savvy. This is for someone who is motivated and can figure things out. This is not a job for someone who needs training or constant supervision.
Manage DMs and engagement on Instagram, LinkedIn, and other platforms.
Schedule and optimize social media posts using scheduling tools (Instagram Creator Studio, Meta Business Suite, or similar).
Upload and optimize YouTube videos (titles, descriptions, tags, and thumbnails).
Upload & Maintain Pinterest Business Page
Familiarity with ManyChat (or similar chatbot automation tools).
Know how to use REPURPOSE.io
Monitor analytics and engagement insights to improve social media performance.
Speaking Engagement & Presentation Support
Create professional PowerPoint presentations (or similar) for global speaking engagements.
Format and design visually appealing slides with clear messaging.
Research and compile relevant industry insights for presentations.
Assist in organizing conference materials and speaker notes.
Follow up with event organizers to confirm schedules, logistics, and deliverables.
Affiliate & Business Relationship Management
Manage affiliate relationships and track performance metrics.
Maintain affiliate agreements, payments, and collaborations.
Coordinate with brands and partners for sponsorships and collaborations.
Project & Task Coordination
Use Trello, Repurpose.io (or similar project management tools) for task tracking and workflow organization.
Manage and organize Google Sheets, Excel spreadsheets, and databases.
Ensure smooth coordination between different projects and deadlines.
Technical Proficiency
Microsoft Office Suite (PowerPoint, Excel, Word, Outlook) or similar.
Google Workspace (Docs, Sheets, Slides, Meet, Drive, Calendar) or similar.
Zoom & Google Meet (or similar virtual meeting platforms).
JotForm, Typeform (or similar form creation software).
CANVA: create template, presentations, posts, etc
CapCup, Descript
ChatGPT (or similar AI tools) for research, content drafting, and automation.
WordPress (or similar CMS) for website updates and management.
Flodesk (or similar email marketing platforms).
ManyChat (or similar chatbot automation platforms).
Instagram Creator Studio / Meta Business Suite (or similar scheduling tools).
YouTube Studio (or similar platforms for video uploads, descriptions, and analytics).
Substack uploading
Pinterest uploading
LinkedIn for professional networking and content posting.
iCloud and iPhone proficiency, including file transfers and media management.
Ability to work on both Windows and iMac systems.
Must be a quick learner and able to adapt to new software programs quickly.
Ideal Candidate Profile
Highly organized, proactive, and takes initiative.
Tech-savvy with a strong digital social media platform and administrative skills.
Able to work remotely, check in regularly, and stay on top of tasks.
Strong communication skills and ability to represent you professionally.
Primary commitment: Seeking candidates who view this role as their main job and want to grow with the organization.
Flexible availability: While there are designated work hours, the EA must be open to occasional additional hours when needed.
Must be comfortable receiving voice notes and texts at any time, even if they are reviewed and handled during work hours if not urgent.