Virtual Assistant / Executive & Personal Assistant

Job Title: Virtual Assistant / Executive & Personal Assistant
Department: Operations
Reports To: Fit

Hours: Starting 5–10 hours/week, scaling to 16–20 hours/week

Location: Asia or South America 

Job Summary

We are seeking a highly organized, proactive, and detail-oriented Virtual Assistant who can grow into a fully integrated Executive Assistant, Personal Assistant, Family Coordinator, Studio Support Lead, and Networking Strategist over an 8-week onboarding period with an existing client.

This role is ideal for someone who enjoys creating structure, managing communications, coordinating complex schedules, supporting personal and family logistics, and strengthening both business and community relationships. If you thrive on becoming a leader’s “second brain,” this position is perfect for you.

Responsibilities 

What You’ll Do (Phased Onboarding)

WEEKS 1–2: Foundations & Light Support (5–10 hrs/week)

Focus: Learning systems, communication style, and taking on light support tasks.

Responsibilities:

•  Basic calendar management (input, cleanup, cadence tracking)

• Email triage, labeling, and end-of-day summaries

• Start a family calendar + schedule basic appointments

• Organize school communication channels

• Light administrative tasks (ordering items, Google Drive basics)

• Shadow client communication, church tasks, networking follow-up style

WEEKS 3–4: System Building & Proactive Support (8–12 hrs/week)

Focus: Moving from reactive tasks to owning daily systems.

Responsibilities:

•  Weekly time-blocking, adding buffers, daily AM/PM briefings

• Calendar tracking across studio, family, and church

•  Drafting email responses for approval + inbox structure setup

• Managing outstanding conversations

•  Proactively flagging school events, forms, and deadlines

• Adding rehearsals, services, and music-related dates

•  Collecting chamber membership info + learning networking preferences

WEEKS 5–6: Ownership of Communication & Follow-Through (12–16 hrs/week)

Focus: Independent relationship management, scheduling, and workflow oversight.

Responsibilities:

• Full ownership of personal + family scheduling

• Managing all reschedules + proactively booking checkups, specialists, school meetings

• Sending email communications on behalf of the client (with templates)

• Maintaining a near-zero inbox + weekly unresolved items report

• Building and managing a CRM for strategic partners and community contacts

• Drafting and tracking follow-ups, outcomes, and next steps

• Church admin support: cantata coordination, music file maintenance

•  Complete Google Drive cleanup + naming conventions setup

WEEKS 7–8: Full Executive Support + Networking & Business Development (16–20 hrs/week)

Focus: Functioning as a fully integrated EA/PA/Studio & Networking Coordinator.

Responsibilities:

Networking Coordination

• Monitor event calendars for WSBA, Worthington, Westerville, Bexley, and Columbus Chambers

•  Select strategic networking events, register, and manage logistics

• Prepare detailed briefing packets: key people, relevance, talking points, priorities

• Draft follow-up messages and track opportunities in the CRM

Executive & Personal Support

• Fully autonomous email and calendar management

• Weekly planning meeting + weekly summary report

• Full ownership of family logistics, school responsibilities, appointments, and reminders

• Relationship maintenance: birthdays, holidays, gifts, cards, friend meet-ups

Church + Personal Admin

• Maintain monthly titles, cantata reminders, rehearsal schedules

• Weekly “admin sweep” across inbox, calendar, CRM, school portals, personal tasks, studio items, and networking opportunities

By Week 8, You Will Be Operating As:

● Executive Assistant

● Personal Assistant

● Family Coordinator

● Studio Administrator

● Business Development & Networking Coordinator

● Relationship & CRM Manager

● Church Admin Support

Required Qualifications:

● Exceptional organization and follow-through

● Strong written communication (email drafting is essential)

● Comfortable managing complex calendars and personal logistics

● Experience with Google Workspace, CRMs, and basic project management

● High emotional intelligence + ability to anticipate needs

● A proactive mindset—always one step ahead

● Discretion and professionalism

● Willingness to learn personal rhythm, preferences, and communication style

Preferred Qualifications:

● Experience supporting executives, creatives, or multi-faceted households

● Comfort with community engagement or networking coordination

● Church administrative familiarity (helpful but not required)

Key Competencies:

1. Administrative & Organizational Excellence

• Strong organization, time management, and follow-through

• Efficient calendar and email management across multiple domains

• Ability to maintain clean systems, documentation, and digital files
  
  

2. Communication & Relationship Management

• Excellent written communication and email drafting skills

• High emotional intelligence and professional interpersonal skills

• Ability to manage relationships and maintain accurate CRM records
  
  

3. Proactive Support & Strategic Thinking

• Anticipates needs and identifies issues before they arise

• Takes ownership of workflows, tasks, and daily systems

• Demonstrates initiative and a continuous improvement mindset
  
  

4. Personal, Family & Household Coordination

• Skilled in remotely managing personal, family, and household routines

• Handles scheduling, reminders, appointments, and logistics with discretion

• Supports multi-faceted household and personal commitments
  
  

5. Business, Studio & Networking Coordination

• Provides administrative support for business and studio operations

• Coordinates networking events, research, follow-ups, and community engagement

• Prepares briefs, manages logistics, and supports relationship-building
  
  

6. Technical Proficiency

• Proficient in Google Workspace, CRMs, and project management tools

• Capable of organizing digital systems, templates, and workflows

• Effective in remote work environments with clear communication and updates
  
  

7. Professionalism, Integrity & Reliability

• Exercises discretion, confidentiality, and sound judgment

• Highly reliable, accountable, and consistent in deliverables

• Aligns with client values, routines, and expectations

Why This Role Is Unique

You won’t just “complete tasks”—you’ll manage systems, guide relationships, and help coordinate every area of the client’s world. Over time, you’ll become a strategic partner in both personal and professional operations.

Physical Requirements/Work Environment (if applicable)

• A laptop or desktop computer running Windows 10 or later.

• Reliable high-speed internet connection with at least:

*30 Mbps download speed

*5 Mbps upload speed (testable via speedtest.net).

• Backup internet connection is required.

• A dedicated work area free from distractions and background noise

Salary Range: Will be disclosed in the job offer.