Virtual EA

Executive Assistant — Luxury Automotive Customization

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POSITION: Executive Assistant

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Location: Remote (US-based preferred — Eastern Time zone required)

Employment Type: 1099 Independent Contractor

Schedule: Monday–Saturday, 9:00 AM – 6:00 PM ET

Compensation: $70,000 – $85,000/year + performance-based bonuses

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ABOUT THE ROLE

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A fast-growing, high-end company is looking for a sharp, proactive Executive Assistant to support the CEO directly. The business operates in a dynamic, client-facing environment and is in a strong growth phase with expansion plans underway. The team currently includes 20+ employees across in-person and remote functions.

This is a newly created role. The CEO currently manages most operations, marketing oversight, and team coordination personally — and needs a right-hand person to take ownership of day-to-day operations so he can focus on growth and strategic priorities.

You'll be the bridge between the CEO and the team: managing communication, tracking projects, overseeing a remote team, and ensuring nothing falls through the cracks. If you thrive in fast-paced environments, love creating order from chaos, and can operate independently — this role is for you.

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KEY RESPONSIBILITIES

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Calendar & Communication Management

• Own and manage the CEO's calendar, schedule, and priorities
• Handle inbox management with a zero-inbox approach
• Draft and manage correspondence, client updates, and follow-ups
• Prepare briefing notes and agendas for meetings

Team & Operations Oversight

• Oversee a remote team of 5–6 members (marketing, social media, outreach)
• Collect, compare, and summarize team performance reports
• Act as the gatekeeper and liaison between the CEO and the team
• Ensure deadlines, milestones, and deliverables stay on track

Process & Systems Building

• Create and implement SOPs, workflows, and organizational systems
• Identify inefficiencies and proactively recommend improvements
• Bring structure and accountability to a growing organization

Administrative & Financial Support

• Manage travel arrangements and logistics
• Handle expenses reporting, contract preparation, and financial admin tasks
• Support budget planning and financial coordination
• Coordinate event logistics as needed (future growth area)

Requirements

Requirements:

• 3–5+ years of experience as an Executive Assistant, Chief of Staff, or Operations Manager supporting a CEO/executive
• Proven ability to build systems, SOPs, and organizational processes from scratch
• Strong written and verbal communication skills — professional, clear, and confident
• Exceptional organizational skills and attention to detail
• Self-starter who takes initiative and works independently
• Comfortable managing and coordinating remote teams
• Proficient in Google Suite (Docs, Sheets, Slides, Calendar, Gmail)
• Available to work Monday–Saturday during US Eastern Time hours
• Comfortable with 1099 independent contractor arrangement

Nice to Have:

• Background in automotive, luxury, or high-end service industries
• Spanish and/or Arabic language skills
• Experience with CRM platforms and project management tools
• Event coordination experience
• Experience working with high-profile or celebrity clientele

Benefits

• $70,000 – $85,000/year (1099 contractor)
• Performance-based bonuses tied to KPIs
• Opportunity to grow with a rapidly expanding company
• Direct access to and mentorship from the CEO
• Be part of a high-energy, premium brand with an exciting growth trajectory