Executive Virtual Assistant

About the Role

This is the right-hand role for the founder. As Executive Assistant, you protect Polina's time and keep the business running smoothly behind the scenes — owning her calendar and inbox, keeping the content production pipeline on schedule, and making sure nothing slips between team members. You are the calm, organized center of a creative operation. You think ahead, you fix problems before they reach Polina's desk, and you bring order to a business that moves quickly.

If you take pride in being the most reliable person on a team — the one who remembers everything, anticipates the next step, and never drops a ball — this role is for you.

What You'll Do

Calendar & Scheduling

• Own and protect Polina's calendar — filming days, coaching calls, podcast recordings, and focused work blocks
• Build and maintain the content and filming calendar
• Coordinate scheduling across a split routine between New York City and Pennsylvania
• Confirm dates and details before anything is committed — never assume

Inbox & Communications

• Manage both the personal and business email inboxes to a clean, organized state daily
• Triage incoming mail, draft replies, and flag only what truly needs Polina
• Handle vendor correspondence, subscriptions, and routine follow-ups
• Serve as the first, polished point of contact for scheduling and general requests

Team Coordination

• Keep the content production pipeline on track — tracking editor submission deadlines, the daily approval window, and the rule that every piece is approved well ahead of its publish slot
• Chase down missing deliverables and keep everyone aligned
• Relay clear updates between the project manager, social media manager, videographer, and editing team
• Keep shared documents, trackers, and SOPs current and accurate

Production & Hiring Support

• Run the videographer hiring workflow end to end — confirming rates, collecting contact details, and maintaining the videographer database
• Verify that filming locations are open and accessible before each shoot day
• Prepare day-of logistics, briefs, and task lists for filming days

Travel & Operations

• Book and coordinate travel for filming trips and family trips
• Manage accounts, tools, and renewals across the business software stack
• Handle light personal and household coordination as needed

Systems & Documentation

• Maintain and improve SOPs, trackers, and team management documents
• Keep file naming and organization consistent across the business
• Help build operational systems that prevent the same problem from happening twice

Who You Are

• 2+ years of experience as an Executive Assistant, Virtual Assistant, or Operations Coordinator — ideally supporting a founder or executive
• Exceptional written English and a warm, professional communication style
• Deeply organized and detail-obsessed — you genuinely enjoy bringing order to a busy operation
• Self-directed and dependable in a fully remote role, with minimal hand-holding
• A proactive problem-solver who fixes the system, not just the moment
• Comfortable with technology — Google Workspace, Notion, Dropbox, scheduling tools — and quick to learn new platforms
• Available to work with reliable overlap to US Eastern business hours
• Discreet and trustworthy with sensitive personal and business information

Bonus Points

• Experience in the online coaching, content, or creator industry
• Familiarity with tools such as Kartra, AWeber, CapCut, TurboScribe, GetCourse, Claude, ChatGPT
• Project management or production coordination experience
• A genuine interest in content, social media, or the business education space