Virtual Executive Assistant

<h1><strong>Virtual Executive Assistant</strong></h1> <h2><strong>About Frontier</strong></h2> <p>Frontier is a subsidiary of Fresh Prints. Fresh Prints is a New York-based, fast-growing, fully remote, 150-person company with most of our team based in India and the Philippines. A few years ago, Fresh Prints began helping other fast-growing companies build their teams. We got so good at it that we spun out a new company to focus exclusively on that — and called it Frontier.</p> <p>At Frontier, we help companies grow full-time, cross-functional teams abroad. We hire the smartest people and place them into the best companies. In three years, we've never lost a client.</p> <p>If you're interested in a Frontier role and you apply and are accepted, we'll screen you through assessments and interviews and aim to get you an interview for a full-time job within the month.</p> <p>Think of us as your personal talent agent — and good luck with the application! 😊</p> <p>Please note: To ensure we find the best fit, our process begins with a practical skills assessment prior to interviews.</p> <h2><strong>About the Client</strong></h2> <p>Saltbox is on a mission to make the hardest parts of running a small business simple. The company provides flexible warehouse suites, office space, and logistics support that help eCommerce businesses grow and scale with confidence.</p> <p>As Saltbox continues to expand across multiple markets in the United States, the operations team plays a critical role in supporting growth and ensuring a world-class experience for customers and internal stakeholders alike.</p> <p>The company is seeking a highly organized, proactive, and detail-oriented Virtual Executive Assistant to support the VP of Services &amp; Operations. This is a high-impact role for someone who thrives on creating structure, staying ahead of priorities, and helping a senior leader operate at their best.</p> <h2><strong>Role Overview</strong></h2> <p>As the Virtual Executive Assistant, you will serve as the primary support partner to the VP of Services &amp; Operations. You'll own the operational backbone of the executive's day-to-day activities, ensuring meetings are organized, communications stay on track, action items are followed through, and priorities remain aligned.</p> <p>This role requires exceptional organization, strong communication skills, sound judgment, and the ability to operate independently in a fast-paced environment. You'll work across calendars, inboxes, travel arrangements, meeting preparation, follow-up coordination, and team communication to help keep the organization running smoothly.</p> <h2><strong>Key Responsibilities</strong></h2> <h3><strong>Calendar &amp; Meeting Management</strong></h3> <ul> <li>Own calendar management end-to-end, including scheduling, rescheduling, prioritization, and protecting focus time</li> <li>Coordinate meetings across multiple stakeholders and time zones</li> <li>Prepare meeting agendas, relevant documents, context, and supporting materials in advance</li> <li>Anticipate scheduling conflicts and proactively resolve competing priorities</li> <li>Ensure the executive remains informed, prepared, and on schedule throughout the day</li> </ul> <h3><strong>Meeting Notes &amp; Follow-Up Management</strong></h3> <ul> <li>Utilize Fireflies or similar AI-powered meeting tools to capture meeting transcripts</li> <li>Convert meeting discussions into concise notes, summaries, and actionable next steps</li> <li>Organize meeting notes and action items within appropriate systems and documentation repositories</li> <li>Track follow-ups and ensure commitments are completed on time</li> <li>Maintain visibility into outstanding tasks and dependencies across teams</li> </ul> <h3><strong>Inbox &amp; Communications Management</strong></h3> <ul> <li>Manage and triage email communications daily</li> <li>Draft and send routine communications on behalf of the executive</li> <li>Prioritize urgent matters and escalate issues requiring executive attention</li> <li>Maintain inbox organization and ensure timely responses to key stakeholders</li> <li>Help maintain consistent communication across internal and external relationships</li> </ul> <h3><strong>Travel &amp; Expense Coordination</strong></h3> <ul> <li>Coordinate domestic travel arrangements, including flights, hotels, transportation, and itineraries</li> <li>Manage travel changes and schedule adjustments as needed</li> <li>Maintain organized travel records and upcoming itinerary documentation</li> <li>Process, reconcile, and track expense submissions and receipts</li> <li>Ensure compliance with company policies and reporting requirements</li> </ul> <h3><strong>Team Coordination &amp; Administrative Support</strong></h3> <ul> <li>Support daily and weekly planning activities</li> <li>Coordinate action items across departments and stakeholders</li> <li>Follow up on outstanding requests and commitments</li> <li>Maintain task trackers, reminders, and priority lists</li> <li>Serve as a trusted operational partner for administrative and coordination needs</li> </ul> <h2><strong>What We're Looking For</strong></h2> <ul> <li>3+ years of experience supporting senior executives, founders, or leadership teams</li> <li>Previous experience as an Executive Assistant, Virtual Executive Assistant, Executive Operations Coordinator, or similar role</li> <li>Exceptional organizational and time-management skills</li> <li>Strong written and verbal English communication skills</li> <li>High attention to detail and follow-through</li> <li>Ability to manage confidential information with discretion and professionalism</li> <li>Strong judgment regarding prioritization and escalation</li> <li>Experience managing executive calendars and inboxes</li> <li>Comfortable working independently in a remote environment</li> <li>Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets)</li> <li>Experience with Fireflies, AI meeting assistants, or similar productivity tools</li> <li>Familiarity with project management and collaboration tools such as Slack, Notion, Asana, ClickUp, or similar platforms</li> </ul> <h2><strong>Preferred Qualifications</strong></h2> <ul> <li>Experience supporting executives in fast-growing startups or high-growth environments</li> <li>Experience coordinating cross-functional teams and projects</li> <li>Familiarity with AI-powered productivity tools and workflow automation</li> <li>Experience with travel coordination and expense management</li> </ul> <h2><strong>Additional Details</strong></h2> <ul> <li>Fully Remote</li> <li>Full-Time Position</li> <li>Reports directly to the VP of Services &amp; Operations</li> <li>Meaningful overlap with U.S. business hours required</li> <li>Long-term opportunity with growth potential</li> </ul> <h2><strong>Compensation &amp; Benefits</strong></h2> <ul> <li>Competitive compensation based on experience</li> <li>Fully remote work environment</li> <li>Stable, long-term opportunity</li> <li>Exposure to leadership and company operations</li> <li>Professional growth and development opportunities</li> <li>Collaborative and supportive team environment</li> </ul> <p>&nbsp;</p>