Executive Virtual Assistant — Part-Time, On-Call (Remote, Mexico City Preferred).
About the Role:
- Support four principals across three companies (a law firm, a SaaS company, and an AI startup): Jeff, Alex, Brittany, and Katie.
- Part-time, on-call within defined core hours, with clear response-time expectations.
What You'll Do:
- Book and manage medical and dental appointments for all four principals.
- Make restaurant reservations and handle dining logistics.
- Book and manage travel: flights, hotels, ground transport, full itineraries.
- Coordinate end-to-end logistics for 3–4 tradeshows per year, including:
- Flights and hotels for the team.
- Booth rental and registration.
- Booth furniture (chairs, tables), electrical, internet, carpeting.
- Show tickets and badges.
- Shipping and on-site coordination as needed.
- Research projects: vendor comparisons, travel options, product/service evaluations, background research on people and companies, market and pricing research, and ad hoc deep-dives.
- General VA work: vendor coordination, follow-ups, online purchases, calls, and ad hoc projects.
Schedule and Availability:
- Core hours: 9:00 AM – 6:00 PM Pacific Time, Monday–Friday, but if you're available, we may need you outside those hours (and will pay a 50% higher rate).
- Not full-time — on call as tasks come in during those hours.
- 15-minute response time strongly preferred during core hours.
Communication Channels:
- Primary communication with the four principals: text message.
- Communication with vendors, service providers, and customers: typically email (and phone when needed).
Requirements:
- Native-level English, spoken and written.
- Competent and comfortable using LLMs (Claude, ChatGPT, or similar) as part of daily workflow — for research, drafting, summarizing, and accelerating tasks.
- Reliable high-speed internet, quiet workspace, smartphone with reliable texting.
- Strong organizational skills and attention to detail.
- Strong research skills — ability to find, evaluate, and summarize information quickly.
- Prior VA, EA, or concierge experience strongly preferred.
- Experience booking travel and coordinating multi-vendor logistics.
- Discretion and professionalism — you'll see personal and business information.
Compensation:
- Send your hourly requirement
Milestone Bonuses:
- $300 per tradeshow executed without logistical issues.
- $300 at 6 months of strong performance.
- $500 at 12 months of strong performance.
- $150 quarterly for maintaining 95%+ on-time (15-min) text response rate.
Hiring Process:
- Application with screening questions and a short intro video.
- 30-minute video
