Executive Assistant EA / PA

Executive Assistant Work Location:

• Virginia Beach, VA Alternate Designations: Executive Assistant, EA, PA Reports to: Chief Executive Officer / Chief of Staff The Opportunity: We're looking for a tech-savvy, high-energy executive assistant based in Virginia Beach, VA.
• We are seeking a highly skilled and discreet Senior Executive Assistant to deliver comprehensive support to the senior leadership team.
• This role goes beyond traditional executive administration, requiring a trusted partner who can seamlessly manage both professional and personal matters.
• The ideal candidate will be exceptionally organized, proactive, and resourceful, with experience supporting senior executives in fast-paced, high-demand environments.

This individual must anticipate needs, maintain the highest level of confidentiality, and demonstrate impeccable judgment. Executive Support:

• Manage complex calendars, including scheduling high-level meetings across multiple time zones.
• Serve as the primary gatekeeper for the executive, ensuring priorities are protected and commitments are met.
• Prepare briefing materials, agendas, and follow-ups for meetings, presentations, and calls.
• Draft, edit, and manage correspondence on behalf of the executive.
• Act as liaison with internal teams, board members, investors, and external stakeholders.

Provide event support:

• research venues, maintain attendee list, assist with event logistics, and support client relationship management efforts.

Travel & Logistics:

• Proven experience managing private aviation logistics and coordinating complex, multi-leg travel itineraries including ground transportation, accommodations, and dining are required.
• Ensure all logistics are executed with precision, including contingency planning for last-minute changes.
• Obtain necessary travel documents (e.g., visas, passport renewals).

Personal Support:

• Oversee select personal matters for the executive, including but not limited to household coordination, family scheduling, and personal appointments.
• Manage special projects and private events discreetly and efficiently.
• Research and plan vacations (flights, hotels and restaurant reservations), procure entertainment tickets, plan events, purchase gifts, and liaise with family members and staff.
• Handle sensitive financial and personal information with absolute confidentiality.

Operations and Project Management:

• Support with research, reporting, and ad hoc projects as requested.
• Manage expense reports, vendor relationships, and contract coordination.
• Anticipate executive needs and proactively identify solutions.

Qualifications:

• Experience: 7–10+ years of providing high-level support to senior executives, ideally within financial services, hospitality or in roles supporting UHNW individuals.

Proactive Problem-Solving:

• Ability to independently manage tasks from start to finish, anticipate needs, and maintain confidentiality in all interactions.

Technical Proficiency:

• Advanced expertise in Microsoft Outlook, Excel, Concur, Salesforce and other productivity tools to manage scheduling and reporting efficiently.

Communication Skills:

• Exceptional written and verbal communication skills, with the ability to compose professional correspondence and interact effectively with diverse stakeholders.

Adaptability:

• Strong organizational skills with the flexibility to handle competing priorities in a fast-paced environment.

Requirements:

• US Citizenship (authorized to work in the USA) College degree (or two years of college minimum) Proficiency with computers and software (using the Internet / web apps) Ability to type at least 40 words per minute Experience using Apple productivity apps (a Mac-friendly person) Experience budgeting and estimating various things (spreadsheet jockey) Experience shipping (UPS, FedEx, DHL, etc.) Several positive personal or professional references Bonus Points (not prerequisites): Multi-lingual Public Notary Bookkeeping experience with QuickBooks or equivalent software Compensation and Experience: Competitive salary commensurate with prior experience Extensive benefits package including health insurance and retirement benefits Discretionary annual bonus About Us: We conduct advanced technical research and develop innovative software and systems that help meet network security and reliability challenges for organizations world-wide. You can read more at our web site . We value a strong work ethic, professionalism, dedication to quality customer service and a friendly attitude. Career Opportunities: We have many other openings available.
• For a complete listing, visit jobs.vostrom.com Powered by JazzHR