Executive Virtual Assistant

Location:Remote

Employment Type:Full-Time (Independent Contractor)

Reports To:Chief of Staff / Chief Executive Officer

About the Company

We are a fast-growing service organization dedicated to supporting commercial refrigeration and HVAC operations. We operate in a high-accountability, high-urgency environment where responsiveness, organization, and follow-through directly impact business performance and customer experience.

We value reliability, precision, and calm execution.

Role Overview

We are seeking aDedicated Full-Time Executive Virtual Assistantto provide exclusive, high-level administrative and operational support to the CEO and Chief of Staff.

This role is designed for ahighly responsive, detail-oriented operatorwho thrives in a structured yet fast-moving environment. You will own calendar flow, protect executive focus, manage communication loops, and ensure nothing slips through the cracks.

This is not a task-only VA role — it is aproactive executive support position.

Work Schedule & Availability
* Approx.40 hours per week
* Daily work window aligned toU.S. Eastern Time (EST)
* Must be available toprepare earlyand provide support through approximately4:00 PM EST
* Expected response time:≤ 20 minutesto CEO communications during working hours

Core Responsibilities

Executive Support & Calendar Ownership
* Own and manage CEO calendar (scheduling, prioritization, conflict prevention)
* Coordinate internal and external meetings
* Prepare agendas, documents, and briefing materials
* Ensure executives are prepared for meetings

Inbox & Communication Management
* Triage and organize CEO inbox
* Flag priorities, draft responses, and maintain communication flow
* Track and manage follow-ups
* Close open loops and prevent dropped threads

Travel Coordination (Direct Booking)
* Book and manage travel arrangements
* Build detailed itineraries
* Coordinate logistics and schedule alignment

Meeting Readiness & Follow-Through
* Prepare meeting notes and action items
* Track deliverables and deadlines
* Maintain task visibility using Planner / Tasks

Administrative & Operational Support
* Support the Chief of Staff with:Recruiting coordinationInterview schedulingOnboarding logisticsDocumentation and systems updates
* Recruiting coordination
* Interview scheduling
* Onboarding logistics
* Documentation and systems updates
* Assist with additional administrative functions as needed

Tools & Systems

You will operate primarily within:
* Microsoft 365OutlookTeamsOneNotePlanner / TasksSharePoint
* Outlook
* Teams
* OneNote
* Planner / Tasks
* SharePoint
Comfort and fluency with MS365 tools is essential.

Communication & Escalation Protocol
* Primary coordination viaMicrosoft Teams
* Escalation flow:Chief of Staff firstCEO as needed
* Chief of Staff first
* CEO as needed

What Success Looks Like
* CEO calendar runs smoothly with minimal friction
* Inbox is prioritized, organized, and controlled
* Meetings are prepared and documented
* Travel logistics are seamless
* Follow-ups are tracked and completed
* No dropped tasks, threads, or commitments

Required Qualifications
* Proven experience as an Executive Assistant or high-level Virtual Assistant
* Strong English proficiency (written & verbal)
* Exceptional organizational and documentation skills
* Ability to manage multiple priorities simultaneously
* High responsiveness and reliability
* Comfortable working in a fast-paced executive environment
* Proficiency with Microsoft 365 tools

Ideal Candidate Profile
* Highly responsive and dependable
* Calm, structured, and detail-oriented
* Proactive problem solver
* Strong follow-through discipline
* Comfortable supporting senior leadership
* Professional remote work setup
* Able to operate with discretion and confidentiality
Refrigeration Heroes is an equal opportunity employer