Virtual Executive Assistant – Family Owned Business Group

SummaryWe are a family-owned business group overseeing a diversified portfolio of ventures across healthcare (medical practices), luxury travel, and Broadway / live entertainment production.Our organization supports multiple senior executives who operate at the intersection of medicine, entrepreneurship, real estate, travel, and the performing arts. We are seeking a highly proactive, detail-oriented Virtual Executive Assistant to provide executive-level administrative and operational support across the group and help streamline day-to-day execution as our businesses continue to grow.This is a unique opportunity to work closely with leadership across multiple industries, gaining exposure to complex operations, high-level decision-making, and creative as well as clinical environments.ResponsibilitiesManage and optimize executive calendars across multiple businesses, including coordinating meetings across time zones and balancing competing prioritiesServe as a primary communication liaison, screening and prioritizing emails, calls, and messages to ensure timely and appropriate responsesCoordinate travel arrangements including flights, accommodations, ground transportation, and detailed itineraries for business and personal travelPrepare meeting materials, agendas, briefing notes, and follow-up summaries to ensure action items are tracked and completedConduct research on vendors, partners, venues, travel options, market opportunities, and industry trends to support executive decision-makingManage relationships with vendors and external service providers, including medical offices, travel partners, production vendors, accountants, and legal teamsOrganize and maintain digital filing systems across multiple entities, ensuring documents are secure, accessible, and well categorizedAssist with special projects, including event coordination, content creation, process documentation, operational improvements, and cross-business initiativesHandle personal administrative tasks as needed to support executive productivity and work-life balanceQualifications2–5 years of experience as an Executive Assistant, Virtual Assistant, or similar high-level administrative role supporting senior leadersExceptional written and verbal communication skills in English, with the ability to represent executives professionally across industriesHighly resourceful and high-agency, with a demonstrated ability to anticipate needs and solve problems independentlyAdvanced proficiency with productivity tools including Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), Zapier, Zoom, and project management platformsStrong organizational skills with experience managing complex schedules and competing prioritiesProven track record of maintaining strict confidentiality and exercising sound judgment with sensitive informationReliable high-speed internet and a dedicated home office setupAvailability to work during overlapping U.S. Eastern Time hoursPreferred QualificationsExperience supporting founders, physicians, or executives across multiple businessesFamiliarity with CRM systems, expense management, invoicing, and basic bookkeepingExperience coordinating events, travel, or live productionsComfort working in both clinical / professional and creative / entertainment environmentsBilingual capabilities (Spanish is a plus but not required)Experience with Notion, Hubspot and ZapierWhat We OfferCompetitive compensation commensurate with experienceOpportunity to work directly with senior leadership across healthcare, luxury travel, and Broadway / live entertainmentExposure to a diversified business portfolio, not a single company roleFlexible, remote-first work environment with an emphasis on results over hoursLong-term growth potential for the right candidate who becomes a trusted operational partner