Virtual Executive Assistant

The Virtual Executive Assistant (VEA) will play a vital role in supporting a high-level executive and his family by managing complex, travel-heavy schedules, coordinating logistics, and handling administrative tasks with precision and discretion. The ideal candidate will be resourceful, detail-oriented, and experienced in managing international travel, VIP experiences, and real estate-related coordination, all within a fast-paced and dynamic environment.

Responsibilities

Travel and Logistics Management

• Research and compare international and domestic flights, accommodations, and transportation options
• Prepare detailed, personalized itineraries, including confirmation numbers and time zones
• Coordinate with travel agencies and hotel concierges for VIP services and special arrangements
• Organize multi-leg group travel for large families, ensuring seamless transitions and satisfaction
• Assist with visa applications and travel insurance as needed
• Provide destination-specific research covering safety, culture, etiquette, and must-see recommendations

Administrative and Operational Support

• Manage executive calendars and schedule meetings across multiple time zones
• Coordinate internal and external meetings with professionalism
• Conduct research and handle logistical arrangements related to the family’s real estate business
• Work with hotel concierge teams to arrange personalized experiences and reservations
• Book luxury resorts, organize private tours, and support unique high-end travel needs

Requirements

• 3 to 5 years of relevant experience as an Executive or Virtual Assistant, preferably in a travel-focused or agency-based environment
• Proven expertise in travel coordination, including complex itineraries and international logistics
• Strong familiarity with working alongside agencies, vendors, and hotel service teams
• Experience handling VIP client needs, luxury travel standards, and confidential arrangements
• Exceptional organizational, research, and time management skills
• Excellent written and verbal communication skills
• Proficiency in calendar management tools, travel booking systems, and productivity software
• Ability to work independently and adapt to shifting priorities in a fast-paced, remote setup