Virtual Assistant Jobs in Apollo, PA (NOW HIRING)

About the Role

Our client is seeking an Executive & Personal Assistant to directly support the Founder & CEO in a fast-paced, rapidly growing organization.

This is not a traditional administrative assistant position. It is a highly trusted role for someone who will become a true extension of the CEO, helping manage time, communications, priorities, travel, and day-to-day demands while maintaining a strong pulse on what is happening throughout the organization.

The position intentionally blends executive and personal assistant responsibilities. The CEO's professional and personal schedules frequently intersect, particularly around travel, events, and other commitments. The successful candidate must be equally comfortable coordinating an important business meeting, responding to correspondence on the CEO's behalf, reorganizing complicated travel plans, or handling a personal logistical matter necessary to keep the overall schedule running smoothly.

This individual will have access to highly sensitive and confidential business and personal information, including executive communications, financial and personnel matters, travel profiles, credit card information, schedules, and other private information. Exceptional judgment, discretion, integrity, and trustworthiness are absolute requirements.

The ideal candidate is proactive, resourceful, highly organized, and solutions-oriented. They anticipate needs, solve problems before they arise, bring structure to ambiguity, and understand that their primary objective is to make an extremely busy executive more effective.

Key Responsibilities

Executive & Personal Support

• Serve as a trusted extension of the Founder & CEO, exercising sound judgment and making appropriate decisions on the CEO's behalf when necessary.

• Manage a complex and frequently changing calendar, including business meetings, appointments, personal commitments, events, and priorities.

• Maintain a strong understanding of activities, priorities, relationships, and developing issues throughout the organization, helping the CEO keep a finger on the pulse of the business.

• Monitor, screen, prioritize, and help manage email and other communications.

• Draft and respond to emails and correspondence on behalf of the CEO, appropriately reflecting the CEO's communication style, priorities, and expectations.

• Ensure important communications, commitments, decisions, and follow-up items do not fall through the cracks.

• Serve as a trusted liaison between the CEO and employees, customers, investors, business partners, vendors, and personal contacts.

• Ensure key stakeholders are informed, prepared, and aligned ahead of important meetings and decisions.

• Prepare presentations, reports, correspondence, meeting materials, and other business documents as needed.

• Track action items, commitments, and strategic initiatives through completion.

• Anticipate needs rather than waiting for direction and independently determine what requires attention, follow-up, or escalation.

• Bring structure to loosely defined ideas by helping translate them into actionable next steps, timelines, and deliverables.

Travel, Meetings & Events

• Coordinate complex domestic and international travel, including flights, accommodations, ground transportation, itineraries, reservations, and schedule changes, with support from Amex GBT.

• Manage travel arrangements that may combine business commitments with personal travel and obligations.

• Maintain and appropriately utilize confidential travel profiles, loyalty program information, payment information, and other necessary travel details.

• Respond quickly to flight disruptions, cancellations, schedule changes, and other unexpected travel issues.

• Organize leadership meetings, board meetings, team gatherings, dinners, company events, and other business or personal events.

• Coordinate meeting logistics, agendas, materials, catering, conference rooms, virtual meeting platforms, and follow-up actions.

Problem Solving & Project Coordination

• Identify gaps, inefficiencies, conflicts, or risks and proactively recommend and implement solutions.

• Quickly assess changing circumstances and adjust schedules, communications, travel, or priorities accordingly.

• Handle urgent requests and last-minute changes with composure and sound judgment.

• Approach challenges with a solutions-first mindset rather than simply escalating problems.

• Support cross-functional projects and special initiatives on behalf of the Founder & CEO.

• Conduct research and gather information necessary to support decisions.

• Coordinate with internal teams and external partners to keep projects and commitments moving forward.

• Continuously identify opportunities to improve administrative processes and the effectiveness of the executive office.

Office & Organizational Coordination

• Maintain strong relationships throughout and develop an understanding of the people, priorities, and activities across the organization.

• Help ensure information flows effectively between the CEO and the appropriate members of the organization.

• Support day-to-day executive office operations and administrative functions.

• Assist with office vendors, supplies, facilities-related needs, onboarding activities, and employee engagement initiatives as appropriate.

• Recognize situations requiring the CEO's attention while independently resolving matters that do not require direct involvement.

• Represent the Founder & CEO professionally and credibly in all interactions.

Confidentiality & Trust

This position requires an unusually high degree of trust.

The Executive & Personal Assistant will routinely handle highly confidential business, personnel, financial, travel, and personal information. The successful candidate must understand the sensitivity of the position and demonstrate impeccable discretion both inside and outside the workplace.

Qualifications Required

• 3+ years of experience supporting senior executives or leadership teams.

• Demonstrated ability to manage complex calendars, executive communications, and travel.

• Exceptional organizational and time-management skills.

• Excellent written and verbal communication skills, including the ability to draft professional communications on behalf of an executive.

• Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.

• Strong problem-solving skills and demonstrated ability to exercise independent judgment.

• Ability to manage multiple priorities and rapidly adapt to changing circumstances.

• Exceptional attention to detail and follow-through.

• Demonstrated professionalism, discretion, integrity, and sound judgment.

• Ability to work independently with minimal direction while knowing when an issue requires escalation.

Preferred

• Experience directly supporting a Founder, CEO, or other C-level executive.

• Experience working in a high-growth, entrepreneurial, or scale-up environment.

• Experience coordinating complex executive travel and company events.

• Familiarity with project management and collaboration platforms.

• Technology industry experience.

• Experience in a role combining executive support with personal assistant responsibilities.

Success Traits

The right person for this role will have:

• A strong sense of ownership and accountability.

• A natural ability to anticipate what needs to happen next.

• Exceptional discretion and an understanding of professional boundaries and confidentiality.

• A solutions-oriented mentality and willingness to figure things out.

• High energy and the ability to operate comfortably at a fast pace.

• Strong situational awareness and an instinct for what is important.

• The confidence to make appropriate decisions without constant direction.

• The ability to remain calm and effective when priorities suddenly change.

• Excellent relationship-building skills across all levels of an organization.

• A positive, collaborative, and service-oriented mindset.

• Personality, authenticity, and a sense of humor while maintaining professionalism.

• A willingness to take ownership of an issue and see it through to completion.

Schedule & Availability

The standard in-office schedule for this position is:

Monday-Thursday: 7:30 a.m. - 4:30 p.m.
Friday: 7:30 a.m. - 2:00 p.m.

Because of the nature of supporting a Founder & CEO, this position requires a level of flexibility and responsiveness beyond traditional office hours. While this is not intended to be a 24/7 position, the successful candidate must be reasonably accessible when travel issues, schedule changes, important communications, or other time-sensitive matters arise outside normal working hours.

The flexibility associated with the position works both ways, recognizing the additional responsiveness and commitment occasionally required.