Type: Contract or Part-Time
Location: Remote
Duration: Initial 30-60 Day Pilot with potential for extension
We’re looking for a highly organized, intuitive, and experienced Executive Virtual Assistant to provide strategic administrative and scheduling support to several members of our executive team. This role goes beyond task-based assistance. It is a strategic position focused on maximizing executive time, protecting deep work, managing key logistics, and anticipating high-priority needs across a fast-paced leadership environment.
**Responsibilities**:
- Own and manage executive calendars with accuracy, foresight, and professionalism
- Proactively block and protect time for deep work, strategic planning, and meeting prep
- Triage meeting requests based on urgency, priority, and relevance
- Coordinate internal and external meetings across multiple time zones
- Handle last-minute changes and realignments with mínimal disruption
- Manage calendar buffers, prep materials, and follow-up logistics
- Liaise with internal stakeholders and external partners professionally and efficiently
- Maintain documentation of calendar workflows, preferences, and recurring routines
- Identify opportunities to streamline scheduling processes and improve executive bandwidth
- Coordinate logistics and reservations for off-site meetings, partner or client meals, executive travel, and internal events, in line with company policies
- Prepare and submit expense reports for executive team members, ensuring accuracy and compliance




- Submit and track internal IT, facilities, or other administrative support matters on behalf of executives
- Ensure timely follow-through and resolution of support issues, coordinating across departments as needed
- Provide light support with inbox triage or high-priority communication flagging, as requested
- Ideally reachable by phone or text in urgent situations, such as when an executive is traveling or temporarily offline and requires time-sensitive support
Preferred Qualifications:
- 3+ years of experience supporting C-level executives in a fast-paced environment
- Strong understanding of calendar strategy, executive priorities, and context-based scheduling
- Exceptional organizational and communication skills
- Expert-level proficiency in Google Workspace, Calendly, Slack, Zoom, and other scheduling tools, with a track record of optimizing workflows and resolving technical issues independently
- Ability to troubleshoot basic tech issues or coordinate timely support with IT or system admins
- Experience coordinating travel, expense reporting, and offsite logistics in accordance with company policies
- Demonstrated ability to manage across multiple time zones
- Proven discretion, adaptability, and the ability to maintain confidentiality
- Familiarity with marketing, digital agency, or SaaS environments is a plus
- Must be available during standard U.S. business hours, with flexibility to support executives across Eastern and Pacific time zones

📌 Executive Administrative Support Assistant (Ciudad de México)
🏢 Ignite Visibility
📍 Ciudad de México