Wanted: Virtual Executive Assistant - Family Owned Business Group

Summary We 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.

Responsibilities Manage and optimize

executive calendars

across multiple businesses, including coordinating meetings across time zones and balancing competing priorities Serve as a

primary communication liaison

, screening and prioritizing emails, calls, and messages to ensure timely and appropriate responses Coordinate

travel arrangements

including flights, accommodations, ground transportation, and detailed itineraries for business and personal travel Prepare

meeting materials

, agendas, briefing notes, and follow-up summaries to ensure action items are tracked and completed Conduct

research

on vendors, partners, venues, travel options, market opportunities, and industry trends to support executive decision-making Manage relationships with

vendors and external service providers

, including medical offices, travel partners, production vendors, accountants, and legal teams Organize and maintain

digital filing systems

across multiple entities, ensuring documents are secure, accessible, and well categorized Assist with

special projects

, including event coordination, content creation, process documentation, operational improvements, and cross-business initiatives Handle

personal administrative tasks

as needed to support executive productivity and work-life balance Qualifications 2–5 years of experience

as an Executive Assistant, Virtual Assistant, or similar high-level administrative role supporting senior leaders Exceptional

written and verbal communication skills

in English, with the ability to represent executives professionally across industries Highly

resourceful and high-agency

, with a demonstrated ability to anticipate needs and solve problems independently Advanced proficiency with productivity tools including

Google Workspace (Gmail, Calendar, Drive, Docs, Sheets)

, Zapier, Zoom, and project management platforms Strong organizational skills with experience managing

complex schedules and competing priorities Proven track record of maintaining strict confidentiality

and exercising sound judgment with sensitive information Reliable high-speed internet and a

dedicated home office setup Availability to work during overlapping U.S. Eastern Time hours Preferred Qualifications Experience supporting

founders, physicians, or executives

across multiple businesses Familiarity with

CRM systems, expense management, invoicing, and basic bookkeeping Experience coordinating events, travel, or live productions Comfort working in both clinical / professional

and

creative / entertainment

environments Bilingual capabilities (Spanish is a plus but not required) Experience with Notion, Hubspot and Zapier What We Offer Competitive compensation

commensurate with experience Opportunity to work directly with senior leadership

across healthcare, luxury travel, and Broadway / live entertainment Exposure to a

diversified business portfolio

, not a single company role Flexible, remote-first work environment with an emphasis on

results over hours Long-term growth potential for the right candidate who becomes a trusted operational partner