Virtual Project Manager (Operations & Client Support)

Executive Assistant To CEO

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Job Description

We are seeking a highly organized, proactive, and strategic Executive Assistant to support the CEO in managing his communications, calendar, coaching initiatives, and speaking engagements. The ideal candidate acts as a trusted right-hand, ensuring priorities are met, action items are executed, and all operational and client-facing responsibilities run seamlessly. This role requires a detail-oriented problem solver who can anticipate needs, streamline processes, and maintain executive-level efficiency.

Disclaimer: This is a general overview of the position. Specific tasks and tools will be discussed in detail during the final interview.

What You'll Do

Review and synthesize call transcripts and communications, extracting actionable insights and ensuring follow-up items are executed.
Manage email, messages, and calendars, prioritizing high-value items and reducing distractions.
Maintain and organize digital assets, including Google Drive and internal documentation. Keep Tony accountable for deadlines, deliverables, and strategic objectives.
Prepare, maintain, and update high-level notes for coaching calls.
Track ongoing initiatives, follow-ups, and key discussion points.
Coordinate scheduling, materials, and logistics to ensure smooth coaching operations.
Oversee the preparation of presentations and speaking materials, leveraging tools like Gamma AI for executive-level outputs.
Coordinate with event organizers and agents for content, logistics, and post-event follow-ups.
Drive attendee engagement for webinars, masterclasses, and speaking events.
Proactively follow up with leads, webinar attendees, and key contacts to nurture relationships.
Ensure strategic initiatives and opportunities are tracked and acted upon promptly.

Preferred Qualifications

  • Exceptional organizational, time-management, and problem-solving skills.
  • Confident in executive-level communication, both written and verbal.
  • Ability to anticipate needs, prioritize strategically, and maintain discretion.
  • Proactive, self-motivated, and able to handle multiple high-priority initiatives simultaneously.

Tools & Technologies

  • Strong proficiency in Google Workspace and modern productivity tools.

Compensation

$6 - $7

Hours per Week

Full-Time and/or Part-Time (PST, MST, EST, or CST)

Experience Level

Expert level

Work Style

Remote / Flexible

Perks & Benefits

Role-specific perks are shared during screening
High-performing candidates move quickly to recruiter review

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