Virtual Executive Assistant

We are looking for a sharp, reliable, and proactive Virtual Assistant to support two parallel workstreams: 75% of your time will be dedicated to Rebel Leader Lab business operations, and 25% will be personal executive assistant support for the Founder and CEO.

THIS IS NOT A TASK-TICKER ROLE.
We are not looking for someone who waits to be told what to do. We are looking for someone who sees what needs to happen, figures out how to make it happen, and brings it to completion without being chased. If you need a detailed checklist for every action, this is not the right fit. If you are someone who spots a gap, solves it, and reports back with a completed task — keep reading.

THE 75 / 25 SPLIT

75% — Rebel Leader Lab Business Operations
This is the majority of your role. You are the operational backbone of a growing consultancy. You support the CEO, COO, and Director of Programs in keeping client delivery, content, and business development running smoothly.

What You Own

Client Operations
Prepare Sprint pre-materials and send to clients 48 hours before Sprint day. Manage secure portal links for AI Anxiety Index™ and RRQ™ observer nominations. Track observer response rates and follow up when below 60%. Maintain client contact database in HubSpot. Send REBEL Readiness Report™ to clients within 48-hour window after Sprint.

Calendar + Scheduling
Own the CEO’s calendar for all client-facing meetings. Schedule qualification calls, retainer sessions, quarterly reviews, and speaking engagements. Send meeting prep documents 24 hours in advance of every call. Manage Calendly links and ensure they are always current.

Content Support
Research podcast guest candidates and prepare briefing documents. Draft LinkedIn post outlines from CEO’s voice notes and raw ideas for CEO review. Build the monthly content calendar in Notion or Airtable. Pull engagement analytics weekly from LinkedIn and the podcast host.

Business Development Support
Maintain the HubSpot CRM — log every contact, every call, every proposal stage. Research CHRO and CPO prospects monthly (50 qualified contacts per month). Track conference and speaking opportunity calendar. Prepare first-draft proposal documents from templates for ER Lead review.

---------- Workspace
Keep all project boards current. Create task cards when action items are identified in meetings. Chase overdue tasks before they become problems. Prepare the weekly operations digest for the COO every Monday morning.

Vendor + Contractor Management
Track invoices and payment schedules for all contractors and service providers. Follow up on outstanding deliverables. Maintain the vendor contact list and contract renewal calendar.

Research
Research grant opportunities and track application deadlines (working alongside the grant intern). Research conference speaking opportunities 6 months in advance. Research prospective university partnership contacts. Compile competitive intelligence on other leadership and AI consultancy offerings quarterly.

Document Management
Maintain the master document library in Google Drive. Ensure all tools, templates, and client documents are in the correct folders and named correctly. Prepare document packages for client delivery. Send fully completed documents to clients with correct branding.


25% — Personal Executive Assistant to the Founder

The CEO is building a company and a personal brand simultaneously. The personal support role keeps her personal life running smoothly so her full capacity goes into the business.

What You Own

Personal Calendar
Manage personal appointments, personal travel, family commitments, and personal deadlines. Ensure business and personal calendars are always deconflicted. Buffer travel time appropriately.

Travel Coordination
Research and book all personal and business travel: flights, hotels, ground transportation. Prepare complete travel itineraries with all confirmation numbers, addresses, and contact information. Manage loyalty program accounts and ensure points are always applied.

Inbox Management
Monitor and triage the CEO’s personal and professional email inboxes. Flag urgent items. Draft responses for CEO approval. Unsubscribe from low-value lists. Maintain a daily inbox digest summary.

Personal Errands + Research
Research personal purchases, contractors, services, and vendors. Coordinate personal appointments (medical, wellness, personal care). Research gift options for clients, partners, and personal relationships. Track personal subscription renewals and flag before auto-charges.

Expense Tracking
Log all personal and business expenses in the tracking system. Reconcile receipts weekly. Flag anything that needs a receipt and chase it before month-end. Prepare expense summary for the finance intern monthly.

Home + Life Admin
Manage home service providers (maintenance, cleaning, deliveries). Track home warranties, insurance renewals, and annual maintenance schedules. Handle shipping, returns, and online order tracking.