Executive Assistant / Virtual Assistant

Virtual Synergy | Remote | Part-time | Contract

US or Latin America based

About the role

Virtual Synergy is hiring an Executive Assistant to join our team of heart-led, neurodivergent-aware VAs supporting founders who are done trying to fit into systems that were never built for them.

This is not a task-and-clock-out role. Our clients are neurodivergent, chronically ill, and queer entrepreneurs whose capacity, timelines, and needs shift. The person who thrives here moves with that. They notice things without being asked, communicate proactively, follow through every time, and find genuine satisfaction in being the person a founder can actually count on.

What you'll be doing

Depending on your clients, your work will include a combination of the following:

• Inbox management — triaging, organizing, drafting responses, and making sure nothing falls through
• Calendar management — scheduling, protecting focus time, buffer time, managing cancellations and reschedules, and setting up booking links
• Content formatting and scheduling across LinkedIn and Instagram
• Monthly newsletter writing and deployment via email platforms
• Community engagement inside platforms like Kajabi
• Customer communications and support triage
• Light graphic design in Canva
• Research, personal admin, and logistics
• Async project management and task tracking
• Podcast guest coordination from scheduling through post-show follow-up

No two clients look the same. That's part of what makes this work good.

Tools you need to be proficient in

These are the tools our clients run on. You don't need to be an expert in every single one, but you need to be genuinely comfortable and quick to learn:

Communication and scheduling: Google Workspace (Gmail, Google Calendar, Drive, Docs), Microsoft 365 (Outlook, Teams), Calendly or Acuity Scheduling, Zoom, Slack, Voxer, Marco Polo

Project management: Comfort with at least one project management tool is required. We work across Trello, Asana, ClickUp, and Notion depending on the client. If you have a preference, great. If you can adapt to whatever the client uses, even better.

Content and social: Buffer, Later, or Metricool for scheduling. Canva for light design. Basic understanding of LinkedIn and Instagram formatting.

Email marketing: Experience with at least one email platform — Mailchimp, Flodesk, ConvertKit, ActiveCampaign, or similar.

Community and course platforms: Kajabi experience is a strong plus.

CRM and client management: Familiarity with Dubsado, HoneyBook, or similar is helpful.

EA skills we expect

Beyond the tools, this role requires real executive assistant competency. That means professional written communication, the ability to write on behalf of a founder in their voice, strong attention to detail, the ability to manage multiple clients and timelines simultaneously, sound judgment about what needs a founder's attention and what doesn't, and the confidence to make decisions within your scope without constantly asking for permission.

What we're looking for in you

You have personal or professional understanding of neurodiversity, chronic illness, masking, or code switching. This isn't a box to check. It's the thing that makes our clients feel safe handing their business to someone else.

You're collaborative. You communicate clearly and consistently. You don't wait for a full task list to know what needs to happen next. When something comes up on a Tuesday afternoon, you can show up for it.

You are based in the US or Latin America. This is a firm requirement at this time.

Strong written English is required.

What you should know

Before your first client interaction, you'll complete our internal VA training — a trauma-informed, neurodivergent-aware guide built specifically for this work. It is non-negotiable and it is what makes this agency what it is.

This is a contractor role. Hours vary by client.