Executive Virtual Assistant (Licensing & Financial Crime Prevention)

Key Responsibilities

• Calendar & Scheduling Management 
• Own the executive’s calendar: schedule, reschedule, and protect time thoughtfully
• Enforce meeting rules, such as:
○ No bookings without sufficient notice
○ No meetings accepted without a clear purpose/agenda
• Coordinate recurring calls with clients and make sure only necessary people attend (e.g., excuse CEO/COO if their presence isn’t required)
• Client Communication & Meeting Prep 
• Send pre-call notifications to clients following agreed cadences
○ E.g., “If you have anything to discuss this week, let us know; otherwise we’ll cancel the call.”
• Confirm what clients want to cover so calls are focused and necessary
• Prepare clear, concise agendas for recurring client meetings based on:
○ Previous notes
○ Client updates
○ Internal priorities
• Follow up post-call to ensure action items are tracked and visible to the team 
• Executive Support & Admin 
• Provide daily or weekly agendas for the CEO/COO so they know exactly what’s coming up and what’s needed
• Do light admin around reports, follow-ups with internal staff, and status checks
• Keep information organized in HubSpot and internal tools so that executives don’t have to chase details

Must-Have Qualifications

• 2–4+ years of experience as an Executive Assistant / Virtual Assistant / Operations Assistant
• Strong written and verbal English communication skills
• Comfortable communicating with B2B clients in a professional, concise, and direct way
• Proven experience with:
○ Calendar management & scheduling
○ Preparing meeting agendas
○ Coordinating recurring client calls
• Ability to follow and enforce simple rules and cadences (e.g., no agenda = no meeting)
• Highly reliable, organized, and detail-focused – you close the loop and don’t drop balls
• Comfortable working with direct, straightforward executives and not shutting down or disappearing when given honest feedback
• Able to work consistently within Mountain Time (MT) business hours

Nice-to-Have Qualifications

• Experience supporting businesses in:
○ Fintech, payments, crypto, risk management, or financial services
• Familiarity with:
○ HubSpot (or similar CRM)
○ Gmail / Google Workspace (Docs, Sheets, Calendar)
○ Microsoft Word and Excel
• Prior remote experience with founders or C-level executives in lean teams

Tools & Tech

• You should be comfortable working with:
• HubSpot (primary CRM – training provided if needed)
• Gmail & Google Calendar
• Google Docs & Sheets
• Basic productivity tools for note-taking, agendas, and task tracking

Ideal Personality & Work Style

• You take ownership: if you say you’ll do it, it gets done
• You ask clarifying questions once, then run with it
• You don’t need hand-holding for simple processes and can self-manage your time
• You’re not easily rattled by direct feedback and can course-correct quickly
• You care about results and outcomes, not just checking tasks off a list