Executive Assistant

About the Role

We are seeking a detail-oriented, trustworthy, and proactive Part-Time Virtual Assistant to support a dual-pronged business: a peer advisory practice and a management consulting firm serving large multinational corporations. You will provide administrative, presentation, and coordination support, with critical coverage during monthly meetings, and dependable turnaround for consulting deliverables.

This role is ideal for someone who communicates clearly in writing, follows through meticulously, and can work asynchronously with the owner while comfortably aligning on priorities and deadlines.

Key Responsibilities:

Executive Support

• Gather individual orders from meeting attendees
• Coordinate monthly CEO group meetings:
• Place/track food orders and monitor delivery status during the 3-hour meeting window
• Provide real-time updates to ensure seamless onsite logistics
• Double check if food is needed for speakers
• Make dinner reservations in private room after meeting (at least 2 weeks in advance)
• Maintain calendars, reminders, and meeting support documentation
• Assist with occasional member communications and follow-ups
• Prepare draft meeting agenda for review and approval by the Chair
• Send draft agenda to selected members 1 week before meeting

Consulting Support

• Build and refine PowerPoint presentations following brand/style guidance
• Prepare and route proposals via DocuSign; track signature status and follow-ups
• Assist with expense reporting in Google Sheets and light administrative tasks
• Help with light research (companies, contacts, talking points) as needed
• Post relevant LinkedIn Comments (timely on Tuesday between 10:30am PT and 12:30pm PT). This is a very time sensitive activity, and is either done in the window or not relevant.
• Book hotel rooms for consulting team travel when needed
• Business Development (as-needed)

Support LinkedIn outreach if experienced:

• Contact research, sequencing, and personalized messaging (incl. occasional audio)
• Conference pre-outreach and follow-up coordination
• Track outreach activities and responses; prepare simple status summaries
• Quality, Organization, and Communication
• Maintain impeccable task documentation and status in agreed systems (e.g., shared trackers, docs, etc.)
• Proactively surface risks, delays, or questions with suggested solutions
• Work asynchronously; provide concise daily or session summaries of progress and next actions

Required Qualifications

• 2+ years of experience as a virtual assistant or coordinator supporting executives or small businesses
• Strong written communication skills; clear, professional email style
• Proven attention to detail and follow-through; highly organized with reliable task tracking
• PowerPoint proficiency (layout, formatting, consistency, polish)
• Experience with e-signature workflows (e.g., DocuSign) and basic admin processes
• Comfortable with real-time coordination during fixed windows (e.g., meeting times)
• Reliable internet, computer, and quiet environment
• LinkedIn account, professional, your own

Preferred Qualifications

• Prior support for peer advisory groups, professional services, or consulting firms
• Experience with LinkedIn outreach and light business development workflows
• PPT experience
• Basic research skills (company/contact/background prep)
• Familiarity with simple CRMs or structured tracking tools
• Availability to collaborate during U.S. Pacific hours

Success Metrics (30-60-90)

30 days:

• Onboarded to tools and workflows; understands monthly meeting cadence
• Demonstrates accurate task tracking and timely summaries
• Produces clean, on-brand PowerPoint slides with minimal edits

60 days:

• Independently manages meeting logistics with zero misses
• Owns DocuSign proposal flow with timely follow-ups
• Anticipates needs; proposes small process improvements

90 days:

• Runs meeting-day logistics smoothly end-to-end
• Maintains consistent, error-free documentation and reliable turnaround
• If applicable, contributes to effective LinkedIn/contact outreach with measurable activity and response tracking

Tools You’ll Use

• PowerPoint, DocuSign (or similar), email/calendar
• Light CRM or shared tracking sheets/docs
• Zoom
• Messaging/video tools as needed

Insight to Action Core Values

• Integrity: We live up to our commitments
• Collaborative: We work together to arrive at better solutions
• Learning: We are open and curious about new ideas and perspectives
• Diversity: We require and value different perspectives
• Easy to work with: We adapt our working approach to save our clients time and hassle
• Results driven: We focus on driving amazing outcomes