Virtual Executive Assistant / CEO Time & Calendar Strategist

I am a business owner and CEO looking for an experienced Virtual Executive Assistant who has previously supported CEOs, founders, or senior executives.

This is NOT simply a calendar-management or administrative position.

I am looking for someone who can help me redesign how I manage my time and ultimately create more freedom in my life.

What I Need Help With

My initial priorities include:

Audit and clean up my Google Calendar

Help redesign my ideal weekly schedule

Review and improve my current booking rules

Create better boundaries around who can access my time

Establish meeting rules, buffers, availability, and protected time

Identify meetings and commitments that can be eliminated, shortened, delegated, or handled asynchronously

Help determine what should require my involvement — and what should not

Create systems for managing personal and business commitments

Help document a clear set of rules/SOPs for managing my calendar going forward

Protect time for family, health, personal priorities, strategic thinking, and life outside of work

What I'm Really Looking For

I don't just want you to follow my current system.

I want you to challenge it and show me better ways you've seen executives manage their time.

If you have supported several CEOs and have seen great systems for calendar management, executive productivity, delegation, meeting management, or protecting an executive's time, I want you to bring those ideas to me.

I want someone comfortable saying:

"Here's what I've seen work with other CEOs. I think you should consider doing this differently."

The Goal

The goal is not to make me more productive so I can cram more work into my calendar.

The goal is to help me become less needed.

I want fewer unnecessary meetings, fewer interruptions, better delegation, more white space, and more time for the things that are important to me outside of running my company.

Ideal Candidate

You may be a great fit if you:

Have significant experience supporting CEOs/founders

Have managed complex executive calendars

Are highly experienced with Google Calendar

Understand executive time management and delegation

Are comfortable challenging an executive's existing habits

Are proactive rather than waiting for assignments

Can turn ideas and conversations into systems and SOPs

Have excellent judgment and discretion

Think strategically about an executive's time

Can work independently without requiring significant management

This could begin as a focused 30-day project and potentially develop into an ongoing Executive Assistant relationship if we are a great fit.

When Applying

Please answer these questions:

How many CEOs/founders have you directly supported?

Tell me about one executive whose calendar/time-management system you significantly improved. What did you change?

What are 2–3 common mistakes you see CEOs make with their calendars?

If I gave you access to a very busy Google Calendar, what would you do during your first week?

How do you determine what should remain on a CEO's calendar versus what should be delegated, eliminated, or handled asynchronously?

What systems, tools, or booking platforms have you used in addition to Google Calendar?

What would you need from me during the first 30 days to help me become less needed by my business?

Please begin your application with the words "TIME FREEDOM" so I know you read the entire posting.

Thank you!

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

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