Virtual Executive Assistant Pacific time Shift (Remote or work form home)

Position Overview
We are seeking a proactive, tech-savvy, and bilingual Virtual Assistant to directly support the CEO of a fast-growing learning and development company that is beginning to integrate AI solutions. This role is ideal for a highly organized professional who thrives in a dynamic, innovative environment and can manage complex administrative and project tasks with discretion and efficiency.
The ideal candidate is fluent in English and a second language, experienced with Microsoft Office, Monday.com, and CRM systems, and comfortable working a Pacific Time shift.

Key Responsibilities
Manage the CEO?s calendar, schedule meetings, and coordinate appointments, ensuring optimal use of time and prioritization of key initiatives.


Screen and respond to emails and phone calls, handling correspondence in both languages as needed.


Prepare reports, presentations, and briefs to support executive decision-making, including AI-related initiatives.


Pull data and details from multiple sources, synthesize findings, and organize them into actionable plans and presentations.


Coordinate and track projects using Monday.com, ensuring deadlines are met and tasks are clearly assigned.


Enter, update, and maintain all sales information in the company?s CRM, ensuring data accuracy and completeness.


Organize travel arrangements, itineraries, and logistics for business trips and events.


Maintain and update documentation, files, and confidential information in a secure and organized manner.


Support internal and external communications, acting as a liaison between the CEO, team members, and partners.


Assist with onboarding and coordination of new technologies, especially related to AI integration.


Conduct research, compile data, and prepare materials for meetings and presentations.


Perform other administrative and operational tasks as assigned to ensure smooth executive operations.



Required Skills & Qualifications
Bilingual: Fluent in English and one other language (spoken and written).


Executive support experience: Proven experience supporting C-level executives in a remote or hybrid setting.


Tech proficiency: Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).


Project management: Hands-on experience with Monday.com.


CRM experience: Familiarity with systems like Salesforce or HubSpot, especially data entry and updates.


Analytical thinking: Ability to pull, synthesize, and clearly present data.


Organizational skills: Excellent time management, multitasking, and attention to detail.


Communication: Strong written and verbal skills in both languages.


Adaptability: Tech-savvy and open to learning new tools, especially AI-related platforms.


Discretion: Ability to work independently, handle confidential information, and anticipate needs.


Schedule: Availability to work a full-time shift from 7am to 5pm Pacific Time.



Preferred Qualifications
Experience in the learning and development or edtech sector.


Familiarity with AI tools or platforms.


Bachelor?s degree or equivalent experience in business administration or a related field.