Tech-Savvy Executive Virtual Assistant (Remote)

Part-time: 5 hours per day, Monday to Friday 9:00am-2pm

Employer: Bauhinia Solutions | Client: Asia-focused Leadership Coaching and Development Firm

Are you a proactive, detail-oriented, and Executive Virtual Assistant with exceptional organisational skills? 

We’re looking for someone who thrives in both the administrative and technical space to support a leadership coaching and development firm. This role is perfect for someone who enjoys working independently, takes initiative, and values being part of a team that promotes leadership, performance, and great communication.

Key Responsibilities

Calendar Planning & Scheduling Management

• Strategically manage and maintain our client’s calendar to balance commitments and avoid overload
• Plan and prioritise meetings, scheduling, rescheduling, and confirming to optimise our client’s time
• Proactively review and plan upcoming calendar commitments to ensure manageable workloads
• Track and follow up on outstanding tasks and scheduling requests to maintain an efficient schedule

Communication & Correspondence

• Monitor and prioritise incoming emails and correspondence, drafting responses as needed
• Coordinate communication with clients, team members, and external stakeholders
• Prepare and send meeting reminders, invitations, and follow-ups
• Liaise with key contacts and stakeholders to arrange appointments and catch-ups

Meeting & Event Coordination

• Review and update agendas and schedules for ongoing projects and programs
• Coordinate logistics for meetings, events, and workshops
• Support coordination of major events, programs, or leadership initiatives
• Assist with travel arrangements and venue bookings

Administrative Support & Documentation

• Support daily administrative tasks to ensure smooth operational workflow
• Organise and maintain files and administrative records
• Prepare status updates and summary reports on projects and engagements
• Assist with any additional administrative or operational duties as required, including
  preparation of proposals, handouts, presentations, brochures, and other materials

Qualifications & Essential Skills

• 3+ years of experience in a similar role as a Virtual or Executive Assistant
• Proficient with Google Suite (Docs, Sheets, Drive, Gmail, Workspace) and Microsoft Office
• Excellent email etiquette and professional written communication
• Strong organisational skills with attention to detail
• Fluent/native level of English

Exceptional Organizational Skills

• Managing complex calendars across multiple time zones
• Coordinating schedules for multiple stakeholders and participants
• Keeping track of numerous projects, deadlines, and meetings simultaneously

Strong Communication Skills

• Drafting clear, professional but friendly (not robot-like tone) emails
• Interacting confidently with clients, and external partners and their team
• Following up diplomatically and proactively to secure responses and confirmations
• Experience or knowledge in technical writing is highly desirable

Important: Attention to Detail

• Reviewing agendas and documents very thoroughly
• Designing professional and visually appealing PowerPoint and documents out of CRA templates
• Ensuring accuracy in scheduling, invitations, and logistical arrangements
• Managing sensitive information discreetly and carefully

Time Management & Multitasking

• Prioritizing tasks effectively in a fast-paced environment
• Balancing daily, weekly, and monthly responsibilities without oversight
• Handling last-minute changes or urgent ad-hoc requests smoothly

Technology Proficiency

• Skilled in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Familiarity with calendar and scheduling tools (Google Calendar, Outlook Calendar, scheduling platforms)
• Has experience in setting up/maintaining a CRM
• Comfortable managing shared drives and digital filing systems
• Comfortable/skilled in using AI

Discretion & Confidentiality

• Handling confidential information with utmost professionalism
• Maintaining trust and reliability in sensitive communications and situations

Proactive Problem-Solving

• Anticipating needs and potential scheduling conflicts
• Finding solutions to logistical challenges independently
• Communicating issues and resolutions promptly

Adaptability & Flexibility

• Managing shifting priorities and unforeseen changes
• Supporting dynamic schedule and varied engagements

Relationship Management

• Building and maintaining positive working relationships
• Managing communications tactfully to enhance collaboration

Personal Qualities

• Self-motivated and proactive – you don’t wait for instructions, you take initiative
• Strong communicator with a professional and personable style
• Highly organised, dependable, flexible and adaptable
• Creative thinker with a positive “can-do” attitude
• Comfortable or kean to learn AI tools

Hours and Location

• Part-time: 5 hours per day, 9:00am to 2:00pm, Monday to Friday
• Remote, work from home position

Why Work With Us?

You’ll be supporting a meaningful business with a mission to transform lives through leadership coaching. Your work will directly contribute to changing the global conversation about leadership, while sharpening your skills in a role that values both initiative and excellence.

How to Apply

Please send your CV, a cover letter detailing your relevant experience to recruit@bauhiniasolutions.com. Deadline: 22th December 2025.

To demonstrate your attention to detail, please include the word “Leadership” in the subject line of your application email. Applications without this will not be considered. Shortlisted applicants will be asked to complete a brief assessment as part of the screening process, and those who pass the assessment will be invited for an interview.