Virtual Executive Administrative Coordinator

United StatesRemoteFull-timemid

Administrative CoordinatorAdministration & Office Support

1 views0 saves0 applied

Apply Now

Quick Summary

Key Responsibilities

We use an AI-powered matching process to ensure your application is reviewed quickly, objectively, and fairly against the role's core requirements. Our system identifies t

Technical Tools

Administrative CoordinatorAdministration & Office Support

This is a full-time remote executive support role focused on keeping a senior leader’s professional and personal commitments organized and running smoothly.
You will take ownership of complex calendar management, communications, travel, errands, and administrative coordination.
As a trusted gatekeeper, you will anticipate needs, manage competing priorities, and ensure important tasks are handled with discretion and precision.
The role combines executive, business, household, and personal support, requiring flexibility and strong judgment throughout the day.
You will also contribute to marketing coordination by tracking activities, managing referral partner lists, and supporting promotional shipments and launches.
Success in this position requires exceptional organization, proactive problem-solving, strong communication, and the ability to adapt quickly.
You will work aligned with U.S. Eastern Time business hours in a dynamic environment where reliability, confidentiality, and attention to detail are essential.

Provide comprehensive administrative and executive support, taking ownership of day-to-day professional and personal coordination needs for a senior leader.
Manage complex calendars by coordinating professional, family, and personal appointments, commitments, and scheduling changes.
Serve as a trusted gatekeeper for communications, using sound judgment to prioritize requests, manage information, and ensure timely follow-through.
Handle personal and household administrative tasks, including coordinating dry cleaning, grocery pickups, errands, and other personal services.
Manage business and family travel arrangements, including flights, accommodations, car rentals, schedules, and related logistics.
Respond to race series communications and coordinate associated orders, requests, and logistics.
Track marketing activities, orders, shipments, and follow-ups to ensure deliverables are completed accurately and on time.
Support marketing initiatives by maintaining referral partner lists, coordinating mailings and launches, and arranging shipments of promotional materials such as books and branded merchandise.
Monitor multiple priorities simultaneously and proactively identify potential issues, delays, or scheduling conflicts before they become problems.
Maintain accurate records and communications using tools such as Google Workspace, Microsoft Office, RingCentral, and Lawmatics.

Requirements

~2 min read

Minimum of 1 year of experience in an executive assistant, administrative assistant, or similar administrative support role.
Previous experience supporting an executive, senior leader, or business owner is strongly preferred.
Strong calendar management and scheduling skills, with the ability to coordinate professional, family, and personal commitments.
Excellent written and verbal English communication skills; Spanish language skills are also required.
Strong email management and triage capabilities, with a professional and polished communication style.
Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks and deadlines simultaneously.
Highly proactive mindset, with the ability to anticipate needs, identify next steps, and take action without constant direction.
Strong problem-solving and decision-making skills, particularly when priorities shift or unexpected issues arise.
Demonstrated discretion and sound judgment when handling confidential, personal, or business-related information.
Comfortable supporting both professional and personal administrative needs with flexibility and professionalism.
Comfortable managing approximately 10 calls per day and communicating through voice and digital collaboration platforms.
Ability to work full-time on a dedicated basis during 9:00 AM–6:00 PM EST/EDT business hours.
Familiarity with Google Workspace, including Gmail, Calendar, Chat, and Meet, as well as Microsoft Office Suite.
Experience with Lawmatics for referral partner tracking and RingCentral for voice communications is beneficial.