Responsibilities
- Handle email accounts for two executives, managing both personal and professional correspondence.
- Monitor several inboxes across Gmail and Outlook/Office 365 platforms.
- Sort incoming messages and prioritize them based on urgency and relevance.
- Identify which communications need executive attention and manage, assign, or redirect the rest.
- Prepare draft replies for executive approval before sending on their behalf.
- Oversee incoming phone calls and manage call flow efficiently.
- Evaluate caller intent and decide on next steps or escalation paths.
- Keep precise records of follow-ups and ensure unresolved items are addressed.
- Safeguard confidential business, financial, and personal data at all times.
- Maintain and oversee calendar systems for both executives.
- Coordinate meetings across multiple organizations, teams, and global time zones.
- Manage scheduling using Google Calendar and Outlook platforms.
- Set up, adjust, and confirm appointments and meetings as needed.
- Proactively resolve scheduling conflicts to maintain efficiency.
- Build in appropriate time buffers between events and commitments.
- Ensure executives are fully prepared with correct details before meetings.
- Protect executive time by prioritizing key engagements and reducing distractions.
- Plan and book intricate domestic and international travel itineraries.
- Organize flights, lodging, transportation, long-term stays, furnished housing, and local services.
- Coordinate travel logistics across various countries and time zones.
- Manage extended international trips lasting a month or more.
- Handle loyalty program redemptions using points and miles for travel.
- Research and secure award flights via Amex Membership Rewards, Capital One, airline programs, Seats.aero, and AwardTool.
- Track balances of travel points, elite statuses, and benefits from credit cards and airlines.
- Assess redemption options and recommend optimal travel solutions.
Compensation
All payments processed through the service provider according to engagement terms.
Work Arrangement
Remote (Worldwide) — United States, United Kingdom, Canada, Australia
Other
- Contracted Hours per Week: 40 Hours
- Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
- Daily Working Time: U.S. Business Hours – Fixed Schedule (TBD)
- Availability may vary based on time zones, capacity, and the contracted hours set in this SOW.
- Any changes must be mutually agreed to in writing through a revised SOW.
- All compensation is processed through 20four7VA according to the terms of the engagement.
- Contractors operate under a Master Services Agreement and a Statement of Work.
- This is not an offer of employment; contractors are not employees of 20four7VA or any client.
- Reliable high-speed internet and a professional, quiet work environment required.
- Ability to work independently while maintaining consistent communication.
- Willingness and ability to sign an NDA.
Not applicable
