The Executive VA serves as Jesse’s right hand, taking ownership of all administrative and clerical responsibilities to reduce his workload and keep both personal and business matters organized. This role ensures Jesse stays focused on high-value tasks by managing his inboxes, calendar, meetings, and daily priorities. Acting as an accountability partner, the Executive VA keeps track of Jesse’s ongoing responsibilities - reminding, following up, and anticipating needs before they arise. With strong communication skills, attention to detail, and sound judgment, the Executive VA helps maintain operational flow while supporting Jesse’s personal life and professional commitments
DUTIES & RESPONSIBILITIES
Email and Calendar Management
- Monitor and organize Jesse’s inboxes by filtering emails, flagging urgent items, and drafting responses as needed.
- Maintain Jesse’s calendars, ensuring all appointments - work related and personal are properly scheduled and managed.
Basic Inquiry Management
- Handle general inquiries and ensure timely responses or redirection to the appropriate person.
Daily Dashboards and Reporting
- Collect key data from each department.
- Update the daily dashboard with relevant KPIs and metrics.
- Review the daily performance report from a craft beer bar to flag key items such as labor costs and other important metrics for review. [No manual data entry is required, the focus is on identifying and alerting Jesse to notable changes or concerns.]
Meeting Coordination and Note-Taking
- Evaluate meeting requests to determine if a meeting is necessary.
- Schedule interviews and meetings, ensuring Jesse’s availability and preferences are considered.
- Join meetings with or on behalf of Jesse when needed.
- Confirm attendees are prepared (ex. know the agenda, what documents to bring, how the meeting will be conducted).
- Take clear notes, capture action items, and follow up with relevant parties.
Ad Hoc Admin Tasks
- Ensure all onboarding documents are submitted and completed by new staff.
- Conduct basic follow ups with transaction stakeholders
- Support Jesse with personal tasks (ex. travel arrangements, kids’ schedules, doctor appointments, reminders).
- Help gather documents for loan applications.
- Perform other clerical and back-office administrative tasks as needed. (Other back office clerical activities)
Requirements
KNOWLEDGE OR SKILLS NEEDED
Accountability Support
- Acts as Jesse’s second brain- tracking daily, weekly, monthly, and ad hoc tasks
- Proactively reminds and follows up on deadlines and commitments
Initiative & Problem Solving
- Takes proactive steps to resolve admin issues without waiting for instruction
- Anticipates Jesse’s needs and ensures important tasks are not missed
Administrative Support
- Takes on all clerical and back-office admin tasks to reduce Jesse’s workload
- Assists with onboarding, errands, personal scheduling, and document preparation
Organizational Skills
- Manages multiple schedules and keeps calendars up to date across personal and work domains
- Coordinates tasks and follow-ups across departments with consistency and precision
Communication
- Drafts clear and concise email responses for both internal and external communication
- Confirms expectations with meeting participants and handles basic inquiries professionally
Attention to Detail
- Ensures accuracy in data entry, reporting, and scheduling
- Double-checks task details and follows through without needing supervision
Meeting & Time Management
- Evaluates if meetings are necessary before scheduling
- Sets up and manages meetings effectively, tracks action items, and follows up with relevant parties
Technical & Data Literacy
- Comfortable using dashboards, digital tools, and KPI tracking systems
- Able to collect, update, and present departmental data as needed
Discretion & Confidentiality
- Maintains confidentiality around personal, financial, and company-sensitive matters
- Exercises sound judgment when handling private or sensitive information
TOOLS NEEDED
- Google Workspace (Gmail, Google meet)
- ClickUp
- Krisp
- Go HighLevel
- Slack
- Toast
Benefits
- Competitive Salary
- HMO
- PTO
- Remote-Work
