Executive Virtual Assistant

About the Role

We need someone who can be the founder's operational right hand. Not a traditional VA who sits around waiting for tasks. The person in this role keeps the entire operation moving. You track tasks across multiple teams, you follow up relentlessly, you consolidate reports from our physical locations, you support our fundraising process, and you manage calendar and travel across three countries.

If something is overdue, you catch it before anyone has to ask. If someone has not delivered, you are already chasing them. If there is a blocker, you bring it up with enough context that a decision can be made in minutes.

What You Will Do

Task Tracking and Follow-Ups (This is the main job)

• Own the daily and weekly follow-up cycle across all teams and contractors
• Maintain a central task tracker with clear statuses. On track, blocked, overdue, completed.
• Chase people for updates. Proactively, not when asked.
• Send a daily end-of-day summary to the founder. What moved, what is stuck, what needs attention tomorrow.
• Deliver a weekly rollup covering progress, open items, and deadlines across all businesses.

Operations Reporting

• Collect daily and weekly reports from multiple store locations across three countries
• Consolidate everything into one central dashboard. Revenue, footfall, inventory flags, staffing issues, anything notable.
• Flag anomalies and trends before they become problems
• Chase store managers for reports when they are late

Fundraising and Investor Support

• Maintain and update an investor CRM with outreach status, follow-up dates, and notes
• Draft outreach emails and messages using templates the founder provides
• Schedule investor calls across multiple time zones
• Follow up after meetings with thank you notes, document sharing, and next steps
• Research investors and prepare briefing materials before calls

Calendar, Travel, and Coordination

• Manage the founder's calendar across India, Thailand, and UAE
• Book flights, hotels, and transport for frequent international travel
• Coordinate with vendors, landlords, and contractors. Confirm meetings, chase invoices, follow up on deliverables.
• Handle visa and documentation logistics

Research and Admin

• Pull together market data, competitor info, and benchmarks when needed
• Research tools, platforms, and service providers
• Manage inbox triage. Flag what matters, archive the noise, draft responses where you can.
• Keep shared drives and folders organized

What This Role Is Not

You will not be making strategic decisions. You make sure decisions actually get executed. You will not be managing people. You track whether people are delivering. You will not be creating marketing content or analyzing marketing data. Those are separate roles on the team.

Tools

Google Workspace (Calendar, Sheets, Docs, Gmail), Notion or Asana, WhatsApp, Slack, lightweight CRM tools, travel booking platforms. Using AI tools like ChatGPT or Claude for drafting and research is encouraged.

What We Are Looking For

• At least 2 years as a VA or executive assistant, ideally working with a startup founder or small business owner
• Exceptional written and spoken English
• Comfortable working across multiple time zones (India, Southeast Asia, Middle East)
• Highly organized with a natural bias for action. You chase, you do not wait.
• Strong with spreadsheets. You can build and maintain trackers and dashboards without hand-holding.
• Experience with Google Workspace and project management tools
• Background in F&B, hospitality, or SaaS
• Experience supporting fundraising or investor relations
• Experience working with distributed teams across multiple countries

How We Measure Success

• Daily EOD summaries sent every working day without fail
• Every task tracked and followed up within 24 hours
• Store reports consolidated daily by a set deadline
• Zero double-bookings on the founder's calendar
• Only real blockers get escalated. No noise.
• Weekly rollup delivered every Friday or Saturday