Executive Assistant VAP Group

Calendar & Time Management: Think of yourself as the guardian of time. You’ll make sure the CEO’s schedule runs smoothly, with the right mix of deep work, key meetings, and breathing room.

What that looks like:

• Managing calendars across time zones.
• Adding context to invites (so nothing is “just another meeting”).
• Protecting the CEO from back-to-back burnout.

Meetings & Communication: You’ll make sure every meeting has a purpose and every conversation leads to an outcome. From prepping briefs to capturing notes—you’ll be the one connecting the dots.

Daily rhythm:

• Morning schedule rundown with meeting briefs.
• Attending key meetings to take notes.
• Sending end-of-day updates so nothing slips through.

Task & Project Follow-Up: The CEO gives direction—you make sure it turns into action. You’ll keep teams on track, follow up on progress, and raise a flag if something’s falling behind.

You’re the person who ensures:

• Tasks are logged, tracked, and followed up.
• Teams stay accountable.
• Priorities never get lost in the shuffle.

Documents & Reporting: From board decks to quick notes, you’ll organize and prepare the information the CEO needs. A well labeled Google Drive, clear reports, and documents that just make sense—that’s your magic.

Cross-Team Coordination: Our business has many moving parts—events, sales, marketing, and more. You’ll be the bridge, making sure everyone’s aligned and moving in the same direction.

Travel & Events (When Needed): Flights, visas, hotels, agendas—you’ll handle the details so travel feels smooth and productive, not stressful.

Inbox & Communication Support: Think of yourself as the first line of defense in the CEO’s inbox. You’ll prioritize what matters, draft responses, and make sure no important email is missed.

Gatekeeping & Confidentiality: Protecting the CEO’s time and information is part of your DNA. You’ll know what to filter, what to escalate, and how to handle sensitive matters with discretion.

Numbers & KPIs: You don’t need to be a CFO, but you’ll track revenue, registrations, budgets, and event KPIs—giving the CEO clear visibility into what’s working (and what needs attention).

What Success Looks Like:

• The CEO walks into every day prepared and focused.
• Meetings and projects move forward without reminders.
• Teams feel supported and accountable.
• The CEO’s inbox, calendar, and priorities feel under control.
• Reports and dashboards provide clarity, not confusion.