Proactive Virtual Executive Assistant Needed for Founder — Tech-Savvy, Organized & Reliable
Virtual Executive Assistant to Founder/Business Owner
Part-Time 1099 Contractor | Remote | Up to $45/hour
About the Role
SFM is seeking a highly capable, proactive Virtual Executive Assistant to support its founder, Ron, with the daily coordination of a busy and fast-moving business.
This is more than a traditional administrative role. Ron is looking for a trusted working partner who can help him organize each day, manage communications and commitments, coordinate with employees, contractors, clients, and vendors, and ensure that important tasks are followed through to completion.
The ideal candidate is mature, resourceful, technologically confident, comfortable using AI and online tools, and able to exercise sound judgment without needing constant direction.
This role will begin on a part-time, independent-contractor basis, with the potential to grow significantly over time.
Key Responsibilities
Daily Executive Support
•Meet with Ron virtually each weekday morning for at least 20 minutes to review priorities, appointments, decisions, and outstanding items.
• Ideally be available for a daily working session between approximately 9:00 am or 9:30 am – 10:30 am Pacific while Ron is commuting by car.
• Potentially participate in a second brief daily check-in during Ron’s afternoon or evening commute home by car.
• Help Ron evaluate his calendar and determine which meetings or appointments truly require his presence.
• Prepare Ron for the day by identifying deadlines, conflicts, travel needs, calls, and follow-up items.
Calendar, Travel, and Scheduling
• Manage and maintain Ron’s calendar.
• Schedule, confirm, reschedule, and cancel appointments.
• Coordinate airline tickets, rental cars, hotels, and other travel arrangements.
• Make changes to travel plans when schedules shift.
• Maintain visibility into business, project, client, and personal commitments.
Email, Phone, and Communication Management
• Help organize, prioritize, and respond to emails.
• Assist Ron with implementing and using Superhuman or another email-management system.
• Make and return phone calls on Ron’s behalf when appropriate.
• Monitor assigned voicemail and text communications.
• Respond appropriately to occasional urgent client issues, such as reports that an automated gate, railing, or other installed system is not working.
• Escalate emergencies and time-sensitive matters to Ron when needed.
Project and Vendor Coordination
• Maintain schedules, task lists, reminders, and project follow-up systems.
• Contact employees or team members to communicate assignments or gather information.
• Track delegated tasks and follow up until they are completed.
• Help ensure that projects continue moving forward without Ron having to personally chase every detail.
Document and Administrative Support
• Coordinate the preparation of letters, notices, reports, and other business documents.
• Provide clear instructions to team members preparing drafts.
• Review drafts for clarity, tone, completeness, length, and alignment with Ron’s direction.
• Conduct online research and summarize findings.
• Organize information so Ron can make decisions quickly.
• Help develop simple systems, templates, and AI-assisted workflows to improve efficiency.
Ideal Candidate
The ideal candidate will have:
• Prior experience as an Executive Assistant, Senior Administrative Assistant, Operations Coordinator, Project Coordinator, or similar role.
• Excellent spoken and written English.
• Strong professional judgment, maturity, discretion, and common sense.
• The confidence to communicate with clients, vendors, contractors, and internal team members.
• Strong calendar, scheduling, email, travel, and follow-up skills.
• Excellent computer and online research skills.
• Familiarity with AI tools such as ChatGPT, Microsoft Copilot, Claude or similar platforms.
• The ability to learn and implement tools such as Superhuman.
• A proactive working style and the ability to anticipate what will be needed next.
• Strong attention to detail and a reliable system for tracking commitments.
• The ability to respectfully question whether a meeting, trip, purchase, or task is truly necessary.
• Comfort working independently while maintaining close daily communication with Ron.
• Experience supporting construction, engineering, manufacturing, property management, or field-service businesses is helpful but not required.
Working Style
This role is best suited for someone who enjoys becoming deeply familiar with an executive’s priorities and working as a true extension of that person.
The successful candidate will not simply wait for instructions. They will listen carefully, organize information, anticipate next steps, coordinate the right people, and make sure commitments do not fall through the cracks.
Ron values direct communication, flexibility, responsiveness, good judgment, and a practical, solutions-oriented approach.
Location and Availability
• Fully remote.
• Strong preference for candidates located in the Pacific Time Zone or Hawaii Time Zone.
• Must be available for regular early-morning Pacific Time conversations (approximately 8:00 am / 8:30 am Pacific Time)
• Some flexibility outside standard working hours may occasionally be needed for urgent client or scheduling matters.
• After-hours emergencies are expected to be rare.
Hours and Growth Potential
• Initial part-time role with a guaranteed minimum number of hours per week to be agreed upon.
• Anticipated starting schedule may be approximately 3-4 hours per weekday / 15 – 20 hours per week.
• Hours may increase as the relationship develops.
• The role has the potential to grow into a substantially larger or full-time position.
• Candidates who currently support a small portfolio of executive clients are welcome to apply, provided they can offer consistent availability and responsiveness.
Compensation and Classification
• Independent contractor position.
• 1099 engagement.
• Compensation of up to $45 per hour, depending on experience and qualifications.
• The selected candidate should be able to begin within approximately 30 days.
To Apply
Please submit:
• A brief introduction describing your Executive Assistant or operations-support experience.
• Your current location and time zone.
• Your typical weekday availability.
• Your hourly rate.
• A description of the executives or business owners you have previously supported.
• Examples of the technology, AI tools, calendar systems, email platforms, and project-management tools you use.
• A brief example of a situation in which you identified a problem, took ownership, and ensured that it was resolved.
