The posting
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Title: CPT-11540 Executive & Personal Virtual Assistant
Independent Contractor – CPT-11540 Executive & Personal Virtual Assistant/Business Support VA/Junior-Senior Level (Remote).
Overview
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
A senior operations professional working within a luxury private community in Dubai is seeking a dedicated Executive & Personal Assistant VA to help organize both his professional workload and day-to-day personal administration.
The VA will support email and inbox management, calendar coordination, meeting scheduling, reporting, follow-up, reminders, and general executive administration, while also assisting with selected personal tasks such as bookings, service coordination, and scheduling.
The goal is to give the client a dependable right-hand resource who can take ownership of recurring administrative work and help him stay focused on higher-value operational responsibilities.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
Executive & Administrative Support
- Manage and organize professional email inboxes
- Draft routine email responses for review or sending
- Flag urgent messages, outstanding actions, and items requiring attention
- Maintain professional and personal calendars
- Schedule and coordinate meetings
- Maintain reminders, priorities, and follow-up items
- Assist with recurring reporting and presentation preparation
- Support general executive administration as needed
- Help ensure important tasks and commitments do not fall through the cracks
- Convert information shared by the client through WhatsApp, notes, or voice notes into structured task lists, reminders, priorities, and action items
- Prioritize and communicate time-sensitive items immediately and provide rapid updates when schedules or commitments change at short notice
- Prepare a concise end-of-day summary highlighting key points, outstanding items, priorities for the following day, and important meetings or commitments for the remainder of the week
- Maintain visibility of longer-term goals, plans, and ongoing actions alongside daily administrative priorities
- Proactively recommend more effective ways to streamline administrative processes, tools, or workflows when opportunities for improvement are identified
- During the initial onboarding period, work closely with the client to understand preferred ways of working and obtain appropriate direction before taking independent action on unfamiliar personal or professional matters
- Obtain final client sign-off on professional matters before actions are finalized or communicated externally
Personal Assistance
- Coordinate selected personal appointments and bookings
- Assist with services such as transportation, cleaning, deliveries, and other day-to-day arrangements
- Use client-approved apps and accounts such as Careem when access is provided
- Coordinate with personal suppliers or service providers when appropriate
- Assist with travel or lifestyle-related arrangements as needed
- Support the coordination and ongoing administration of the client’s apartments and related lifestyle requirements
- Build and maintain a personal preference profile covering areas such as travel, accommodation, transportation, dining, and other lifestyle preferences
- Regularly review and update the client’s preference profile as preferences or circumstances change
- Coordinate personal travel arrangements, including changes or adjustments that may arise at short notice
- Support lifestyle-related bookings and service arrangements through the client’s preferred Dubai-based platforms and accounts
Reporting & Document Support
- Assist with formatting recurring reports and presentations
- Work from existing templates, brand standards, and style guidelines
- Use client-provided AI tools such as ChatGPT to support report preparation when appropriate
- Maintain organized files and supporting information
- Prepare brief client-facing or executive summaries based on incoming information and current priorities, including end-of-day updates and forward-looking reminders
Confidentiality / Information Handling
- Handle highly sensitive client and business information only through authorized systems and recipients, and do not enter confidential client information into public or non-client-approved AI tools
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Previous Executive Assistant, Personal Assistant, or senior administrative support experience required
- Email and calendar-management experience required
- Microsoft Outlook / Microsoft 365 experience strongly preferred
- Strong written English required
- Meeting scheduling and follow-up experience required
- PowerPoint and Excel experience preferred
- Experience supporting a senior executive strongly preferred
- Experience handling both business and personal responsibilities is a plus
- Strong task-triage and information-structuring skills, with the ability to turn unstructured messages, notes, or voice notes into clear actionable tasks and reminders
- Ability to manage highly time-sensitive and frequently changing schedules with minimal delay
- Strong process-improvement mindset, with the confidence to recommend more efficient ways of organizing administrative work
- Ability to learn and maintain detailed personal preferences and apply them consistently across recurring lifestyle and administrative arrangements
- Strong judgment when handling highly sensitive or confidential information, including understanding when information may and may not be shared or entered into external systems
- Ability to work collaboratively with the client during an initial learning period and gradually take greater ownership as preferences and working patterns become established
IDEAL CANDIDATE PROFILE
- Highly organized and dependable
- Previous executive or personal assistant experience
- Proactive and comfortable working independently
- Strong written and spoken English
- Able to prioritize across both work and personal responsibilities
- Strong follow-through and attention to detail
- Comfortable supporting a senior professional with a fast-moving schedule
- Discreet and trustworthy with confidential information
- Comfortable becoming deeply familiar with an executive's personal preferences, routines, and way of working
- Confident enough to respectfully challenge existing processes and suggest better practices when appropriate
- Able to operate as a trusted right-hand resource who can translate an executive's informal or incomplete instructions into organized actions
- Comfortable working in an environment where priorities can change quickly and where last-minute adjustments are common
- Able to balance close consultation during the initial learning period with increasing independence as the client's preferences and workflows become familiar
- Demonstrates strong judgment when handling exceptionally private personal, client, and business information
- Able to maintain continuity between immediate tasks and longer-term goals or plans
APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED
- Microsoft Outlook
- Microsoft 365
- Microsoft PowerPoint
- Microsoft Excel
- Client-Approved / Internal AI Productivity Tools – Required; public AI tools must not be used for confidential client information
- Calendar & Scheduling Platforms
- Karim – Client Training / Familiarity with similar lifestyle-service platforms preferred
Work Schedule
- Contracted Hours per Week: 20 Hours
- Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
- Daily Working Time: 10:00 AM–2:00 PM Dubai / 2:00 AM-6:00 AM Eastern time
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work
- This is not an offer of employment; contractors are not employees of 20four7VA or any client
- All compensation is processed through 20four7VA according to the terms of the engagement
Role Summary & Requirements
- REQUIRED SERVICE: Business Support
- REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
- Contracted Hours per Week: 20 hours/week
- Daily Working Time: 10:00 AM–2:00 PM Dubai / 2:00 AM-6:00 AM Eastern time
- Scheduled Working Days: Monday-Friday
- REPORTING TO/POC: To Be Determined
- Number of VAs: 1
- GENDER PREFERENCE: None
- LANGUAGES SPOKEN/PREFERENCE: English
- ACCENT PREFERENCE: Level A-C (Strong Written and Spoken English Required)
- REGION PREFERENCES: Any
What we offer
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!
