Virtual Assistant Calendar Jobs (NOW HIRING)

Job Description
The Executive Assistant serves as the operational backbone of the company, ensuring that clients, projects, schedules, and internal systems remain organized and consistently moving forward. The role supports end-to-end business operations including lead management, client onboarding, scheduling, administration, finance support, and social media coordination.
The EA reports directly to the Founder & Creative Director and is responsible for maintaining structure, accuracy, and efficiency across all operational systems.
Core Responsibilities
Lead Management
• Creating lead records
• Updating lead information
• Tracking lead status
• Monitoring follow-up requirements
• Maintaining CRM accuracy (Wix CRM)
Calendar Management
• Scheduling consultations
• Scheduling onboarding meetings
• Scheduling shoot days
• Scheduling review meetings
• Managing calendar updates (Google Calendar)
Client Onboarding
• Creating client workspaces (Monday.com + Google Drive)
• Sending welcome emails
• Scheduling onboarding sessions
• Collecting brand assets
• Tracking onboarding completion
Administrative Support
• Updating Monday.com boards
• Updating Wix CRM
• Organizing Google Drive folders
• Managing internal tasks
• Supporting workflow execution across departments
Social Media Support (no content creation required)
• Scheduling approved content
• Updating content calendars
• Managing publishing schedules
• Supporting content approvals
• Ensuring content is queued and organized for posting
Financial Support
• Sending invoices (Wix CRM)
• Monitoring unpaid invoices
• Following up on unpaid invoices
• Escalating overdue invoices to Founder
• Supporting payment tracking and verification processes
Note: Bookkeeping is handled separately and is not part of this role.
Client Communication Support
• Appointment confirmations
• Reminder messages
• Scheduling communication
• Administrative updates to clients
Note: Sales consultations and strategy discussions are handled by the Founder.
Recurring Weekly Responsibilities
Every Monday
• Review all active clients
• Review onboarding pipeline
• Review scheduled shoots
• Review content production schedule
• Review team deadlines
Every Wednesday
• Audit Monday.com boards
• Verify task statuses are current
• Check client workspaces for completeness
• Follow up on outstanding action items
Every Friday
• Review next week's calendar
• Review upcoming shoots
• Review onboarding meetings
• Review unpaid invoices
• Review content scheduling queue
• Verify client boards are current
• Send weekly summary update to Founder
Weekly Success Standard
All upcoming work is fully organized with no missed tasks across clients or internal operations.
Monthly Responsibilities
First Week of Month
• Review all active client boards
• Verify client folders are organized
• Review recurring client schedules
• Review upcoming campaigns
Mid-Month
• Audit client onboarding records
• Audit CRM accuracy
• Verify calendar accuracy
• Review overdue tasks
End of Month
• Review unpaid invoices
• Prepare outstanding invoice report
• Verify all scheduled content has been published
• Review client communication logs
• Prepare operational summary for Founder
Monthly Success Standard
All client systems remain accurate, organized, and prepared for the upcoming month.
Skill Set
• 1-3 years of Executive Assistant or Virtual Assistant experience • Strong administrative and data entry skills • Exceptional attention to detail • Experience with coordination, scheduling, and follow-ups • Strong organizational and problem-solving mindset • Proactive and anticipatory work style • Experience with Monday.com • Experience with Wix CRM and automations (lead follow-up workflows preferred) • Familiarity with social media platforms and content scheduling tools • Ability to manage multiple systems and workflows across platforms Tools & Systems Used • Monday.com - project management, SOPs, client boards, internal operations • Wix CRM - leads, clients, invoices, contracts • Google Drive - file storage, client assets, documentation • Google Calendar - scheduling and time management • ChatGPT - administrative support, documentation, workflow assistance