Overview

A US based client is seeking an experienced Executive Virtual Assistant to manage email and calendar with precision, confidentiality, and proactive ownership. This person will operate as an executive-level partner in organization and communication — ensuring every meeting, message, and commitment is managed with excellence across multiple entities, time zones, and stakeholders.

This role requires deep understanding of calendar functionality, mastery of email triage and communication flow, and the ability to anticipate needs without prompting.

Primary Responsibilities

• Email Management

1. Monitor, sort, and prioritize incoming emails using a clear tagging and follow-up system.

2. Draft, format, and send communications on behalf of Dr. Powell.

3. Summarize key correspondence and ensure timely follow-up.

4. Maintain structured organization across multiple inboxes (The Founder’s Office, Brehon Group, personal).

• Calendar Management

5. Maintain and synchronize complex calendars across Calendly, Outlook, and Zoom.

6. Schedule and confirm meetings with internal team members, external partners, and podcast/event hosts.

7. Anticipate scheduling conflicts and proactively offer solutions.

8. Prepare daily and weekly calendar summaries for Tom.

9. Manage recurring meetings, reminders, and prep materials.

• Communication & Coordination

10. Liaise with Kay (Senior Executive Assistant) on all scheduling and communications requiring alignment.

11. Coordinate with the broader team to ensure scheduling supports current priorities.

12. Confirm all meeting details, links, and attachments in advance.

13. Maintain confidentiality and discretion at all times.

• Administrative Support

14. Prepare and distribute executive briefing notes when needed.

15. Track commitments and meeting actions for follow-up.

16. Support travel planning, podcast scheduling, and special projects.

Qualifications

• Minimum 3–5 years experience supporting a U.S.-based executive (C-level preferred).
• Advanced proficiency in Outlook, Google Workspace (Calendar, Gmail, Drive, Meet), and Zoom.
• Exceptional English communication — written and verbal.
• Highly proactive with strong attention to detail and situational awareness.
• Ability to manage multiple calendars, shifting priorities, and international time zones.
• Strong judgment, confidentiality, and reliability.
• Familiarity with Calendly and HubSpot is a plus.

Work Schedule

Full-time: Hours TBD, may vary
Occasional early/late coverage during travel or events.