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Virtual Executive Assistant to CEO: EXPERIENCE ESSENTIAL

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30 Oct 2026 by BO-SMART

Virtual Executive Assistant to CEO: EXPERIENCE ESSENTIAL

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Job Description

We are looking for a highly capable, proactive and tech-savvy Virtual Executive Assistant to support a busy CEO who leads and manages multiple business interests. This is a high-trust role for an experienced professional who can operate independently, anticipate the CEO’s needs, take ownership of tasks and ensure that priorities are managed effectively.

The successful candidate must be more than an administrator. They must be a confident problem-solver who takes initiative, exercises sound judgement, follows through on commitments and keeps the CEO organised, informed and focused on strategic priorities.

A minimum of 3+ years of hands-on experience directly supporting the CEO of a substantial business is essential. Candidates whose experience is limited to general administration or junior-level executive support will not be suitable.

Responsibilities

Executive & Diary Management
Manage a complex executive diary, prioritising meetings, appointments and competing commitments.
Coordinate meetings across multiple time zones, ensuring effective scheduling and preparation.
Prepare agendas, briefing notes, presentations and meeting materials.
Monitor deadlines, follow up on outstanding actions and ensure commitments are met.
Anticipate scheduling conflicts and recommend practical solutions.
Email & Communication Management
Proactively manage and prioritise the CEO’s inbox, identifying urgent matters and important opportunities.
Draft professional emails, correspondence, reports and presentations on behalf of the CEO.
Handle sensitive and confidential information with discretion.
Communicate professionally with clients, business partners, senior executives and internal teams.
Ensure important communications receive timely responses and follow-up.
Business & Operational Support
Act as a trusted right hand to the CEO, helping manage priorities across multiple businesses and projects.
Take ownership of tasks from start to completion, without requiring constant supervision.
Track projects, decisions, deliverables and outstanding actions.
Liaise with senior team members and stakeholders to obtain updates and resolve bottlenecks.
Research information, investigate issues and present recommendations rather than simply identifying problems.
Identify opportunities to improve processes, increase efficiency and streamline the CEO’s workload.
Prepare reports, spreadsheets, presentations and other business documents as required.
Technology & Digital Tools
Confidently use modern digital tools to manage workflows, communication and information.
Use AI tools such as ChatGPT or Claude to improve productivity, research, draft communications and automate routine tasks where appropriate.
Work with project management platforms such as ClickUp, Asana, Monday.com or similar.
Be proficient in Microsoft 365 or Google Workspace, including calendars, email, spreadsheets, documents and presentations.
Quickly learn new software, systems and business applications.
Identify opportunities to use technology to simplify processes and improve operational efficiency.

Required Skills

At least 3+ years of direct, hands-on experience supporting the CEO of a major or established business.
Demonstrated experience supporting a senior executive with a demanding schedule and significant responsibilities.
Exceptional organisational, planning and prioritisation skills.
Strong initiative, sound judgement and the ability to work independently.
Excellent written and verbal English communication skills.
Highly tech-savvy, with confidence using digital productivity tools and AI applications.
Strong problem-solving skills and a practical, solutions-oriented mindset.
Ability to manage multiple priorities, work under pressure and meet deadlines.
High levels of professionalism, discretion and confidentiality.
Reliable internet connection, suitable remote-working environment and the ability to work UK business hours when required.
Essential Personal Attributes