Company Overview

The organisation operates in a professional business environment where effective coordination, reliable administrative support, and clear communication are essential to daily operations. Its distributed teams rely on organised workflows and efficient information management to support business priorities and maintain productivity across remote working arrangements.

Role Summary

The Executive Virtual Assistant will provide administrative and organisational support to senior professionals, helping them manage schedules, coordinate meetings, maintain documentation, and follow up on important business activities. The role requires discretion, attention to detail, and the ability to manage competing priorities independently.

The successful candidate will contribute to smoother executive workflows by anticipating administrative needs, maintaining accurate records, and ensuring that routine tasks are completed efficiently.

Key Responsibilities

• Manage calendars, schedule appointments, and coordinate virtual meetings across different time zones.

• Organise meeting agendas, prepare supporting documents, and distribute follow-up notes.

• Monitor email correspondence, identify priorities, and draft professional responses when authorised.

• Maintain digital filing systems and ensure documents are properly organised and accessible.

• Track deadlines, pending actions, and outstanding requests on behalf of executives.

• Arrange business travel, accommodation, and itinerary documentation when required.

• Prepare presentations, spreadsheets, reports, and other administrative materials.

• Handle confidential business information responsibly and maintain appropriate access controls.

• Coordinate communication between executives, internal teams, and external stakeholders.

• Identify opportunities to improve administrative processes and reduce repetitive tasks.

Requirements and Qualifications

• Diploma or bachelor’s degree in Business Administration, Management, Office Administration, or a related field is an advantage.

• Previous experience as a virtual assistant, executive assistant, personal assistant, or administrative coordinator.

• Strong written and verbal communication skills in English.

• Proficiency in Microsoft Office or Google Workspace.

• Experience with scheduling tools, video conferencing platforms, and digital document management.

• Excellent organisational skills and the ability to manage multiple deadlines.

• Professional judgement when handling confidential information.

• Ability to work independently and maintain consistent communication in a remote environment.

Benefits

• Fully remote working arrangement within Estonia.

• Opportunity to work with distributed professional teams.

• Exposure to executive operations and business administration.

• Opportunities to develop organisational, communication, and digital productivity skills.

• Collaborative remote working environment with clearly defined responsibilities.

Application Instructions

Applicants should submit an up-to-date CV highlighting relevant administrative experience, digital tools, and organisational skills. Candidates may include examples of administrative workflows or coordination responsibilities they have managed.

Please apply through the relevant recruitment channel and follow the application instructions provided.

Are you interested in this position?

Apply by clicking on the “Apply Now” Button below!

#JobsHubEstonia #GlobalRecruitment
#CareerOpportunities #HiringNow
#JobSeekersNetwork #EstoniaJobs
#RecruitmentServices #EmploymentPortal.