About Frontier
Frontier is a subsidiary of Fresh Prints. Fresh Prints is a New York-based, fast-growing, fully remote company with a global team based primarily in India and the Philippines.
At Frontier, we help high-growth companies build exceptional global teams. We recruit top talent and place them into long-term, full-time roles with leading startups across a wide range of industries. Our focus is on finding candidates who are not only highly skilled but also thrive in fast-paced, high-impact environments.
If you're interested in a Frontier role and are selected to move forward, you'll complete a practical skills assessment followed by interviews with our team and the client.
Think of us as your personal talent agent—and good luck with your application! 😊
Please note: To ensure we find the best fit, our hiring process begins with a practical skills assessment before interviews.
About the Client
Saltbox is on a mission to make the hardest parts of running a small business simple. The company provides flexible warehouse suites, office space, and logistics support that help eCommerce businesses grow and scale with confidence.
As Saltbox continues to expand across the United States, the Services & Operations team plays a critical role in driving strategic initiatives, supporting operational excellence, and ensuring seamless execution across multiple business functions.
The company is seeking an experienced, highly organized, and proactive Virtual Executive Assistant to support the VP of Services & Operations. This role is ideal for someone who thrives in a fast-paced environment, anticipates needs before they arise, and serves as a trusted operational partner to executive leadership.
Role Overview
As the Virtual Executive Assistant, you will be the primary support partner to the VP of Services & Operations, helping manage a dynamic and constantly evolving workload. This role extends beyond traditional executive support—you'll coordinate projects, manage executive operations, drive accountability across teams, and ensure priorities move forward efficiently.
Success in this role requires exceptional organizational skills, strong business judgment, excellent communication, and the ability to manage multiple high-priority initiatives simultaneously. You'll work closely with internal stakeholders, external partners, and cross-functional teams to help keep projects on track while enabling the executive to focus on strategic priorities.
Experience supporting executives in construction, real estate, facilities, property management, or project-driven operational environments will be highly valued.
Key Responsibilities
Executive Calendar & Meeting Management
- Own and manage the executive's calendar, balancing competing priorities while protecting strategic focus time
- Coordinate meetings across multiple stakeholders and time zones
- Anticipate scheduling conflicts and proactively resolve them
- Prepare agendas, briefing materials, and supporting documentation before meetings
- Ensure the executive is informed, prepared, and operating efficiently throughout each day
Meeting Management & Executive Follow-Up
- Utilize Fireflies or similar AI-powered meeting assistants to capture meeting transcripts
- Convert discussions into concise summaries, action items, and executive briefs
- Organize documentation and meeting records across internal systems
- Track follow-ups, commitments, and deadlines to ensure timely completion
- Drive accountability by following up with stakeholders on outstanding action items
Inbox & Executive Communications
- Manage and prioritize incoming email communications
- Draft professional correspondence on behalf of the executive
- Identify urgent matters requiring immediate attention
- Maintain a highly organized inbox and ensure timely responses
- Support clear communication across internal teams, external partners, and leadership
Project Coordination & Operational Support
- Coordinate multiple operational initiatives simultaneously while tracking progress against deadlines
- Maintain project trackers, timelines, and priority lists
- Monitor milestones and proactively identify risks or blockers
- Coordinate with cross-functional teams, vendors, consultants, and external partners
- Prepare executive status updates, reports, and project summaries
- Ensure action items remain on schedule and stakeholders remain aligned
Travel & Expense Management
- Coordinate domestic travel arrangements, including flights, accommodations, transportation, and itineraries
- Manage schedule changes and travel adjustments as needed
- Maintain organized travel documentation and itineraries
- Process and reconcile expense reports and receipts
- Ensure compliance with company policies and reporting requirements
Executive Operations & Administrative Support
- Support weekly planning, prioritization, and operational planning sessions
- Organize documentation, trackers, and executive resources
- Manage recurring administrative processes and reminders
- Serve as a trusted operational partner for executive support and coordination
- Continuously improve workflows and identify opportunities to increase operational efficiency
What We're Looking For
- 5+ years of experience supporting senior executives, founders, or leadership teams in fast-paced organizations
- Previous experience as an Executive Assistant, Virtual Executive Assistant, Executive Operations Coordinator, Executive Business Partner, or similar role
- Demonstrated ability to manage complex calendars, shifting priorities, and competing deadlines
- Strong project coordination experience with multiple concurrent initiatives
- Exceptional organizational, planning, and time management skills
- Outstanding written and verbal English communication skills
- Strong attention to detail with excellent follow-through
- Ability to anticipate executive needs and exercise sound judgment with minimal supervision
- Experience handling confidential information with professionalism and discretion
- Comfortable working independently in a fully remote environment
- Advanced proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets)
- Experience using AI meeting assistants such as Fireflies or similar tools
- Familiarity with project management platforms such as Asana, ClickUp, Notion, Monday.com, Jira, or similar collaboration tools
Preferred Qualifications
- Experience supporting executives in construction, real estate, facilities, property management, engineering, architecture, or project-driven operational environments
- Experience supporting executives within fast-growing startups or scaling organizations
- Strong background coordinating cross-functional operational projects
- Experience working with vendors, contractors, consultants, or external partners
- Familiarity with workflow automation and AI-powered productivity tools
- Experience managing executive travel and expense reporting
Additional Details
- Fully Remote
- Full-Time Position
- Reports directly to the VP of Services & Operations
- Meaningful overlap with U.S. business hours required
- Long-term opportunity with strong growth potential
