Virtual Assistant (CEO)

About The Plugs IO 

The Plugs IO is a premium operations and growth agency. We build the systems, processes, automations, content pipelines, and brand infrastructure, that help mission-driven founders, coaches, nonprofits, and real estate professionals scale with clarity and precision. 

Our CEO moves fast, operates across multiple priorities simultaneously, and needs a VA who can function as a true extension of his executive function, not a task-taker, but a trusted operational partner. 

Our Values — M.C.B.E.E.S. 

Maintain Humility  ·  Commit to Completion  ·  Be Innovative  ·  Evolve & Adapt  ·  Elevate Others  ·  Serve with Excellence 

Role Overview 

We're hiring an Executive VA to support the CEO of The Plugs IO directly. This role is responsible for protecting the CEO's time, managing his operational load, and ensuring nothing critical falls through the cracks across communications, scheduling, projects, and internal coordination. 

You will act as the CEO's operational right hand, anticipating needs, executing with precision, communicating with professionalism, and handling sensitive information with complete discretion. This is not an entry-level role. It requires someone who can operate independently at a high standard without hand-holding. 

Primary Responsibilities 

Calendar & Schedule Management 

• Own the CEO's calendar: schedule, protect, and optimize time across meetings, priorities, and commitments 

• Coordinate internal and external meetings, including agenda preparation and pre-meeting briefings 

• Anticipate scheduling conflicts and resolve proactively, flag before they become issues 

• Block focused work time and protect it against unnecessary interruptions 

Communications Management 

• Monitor and manage the CEO's inbox: triage, prioritize, draft responses, and flag urgent items 

• Draft, proofread, and send communications on behalf of the CEO with precision and brand-aligned tone 

• Manage follow-ups: track outstanding threads and ensure nothing sits unanswered 

• Serve as a professional point of contact for internal teams and external stakeholders when appropriate 

Task & Project Coordination 

• Capture action items from meetings, conversations, and CEO directives, assign, track, and follow up 

• Manage the CEO's personal task board in Microsoft Planner, keep it current and prioritized 

• Coordinate cross-functional requests from the CEO to department leads, track to completion 

• Support strategic projects with research, documentation, scheduling, and execution support 

Administrative & Operational Support 

• Organize and maintain the CEO's files, documents, and digital records in OneDrive and SharePoint 

• Prepare reports, presentations, and briefing documents for meetings and leadership reviews 

• Handle travel coordination, logistics, and itinerary management when required 

• Support hiring logistics, client onboarding coordination, and internal operational tasks as directed 

Discretion & Executive Judgment 

• Handle all confidential information, personal, financial, strategic, with absolute discretion 

• Exercise independent judgment on what requires immediate escalation versus what can be handled directly 

• Communicate on behalf of the CEO only within explicitly defined boundaries, never overreach 

• When in doubt, verify. When clear, act. Know the difference. 

What This Role Requires 

• Proven experience supporting a C-suite executive or high-performing entrepreneur 

• Exceptional written English, every email, message, and document you produce reflects the CEO 

• Mastery of Microsoft 365: Outlook, Teams, Planner, OneDrive, SharePoint, Word, and PowerPoint 

• Strong organizational instincts: you naturally create structure in chaos 

• Absolute discretion and professionalism: this role has access to sensitive information 

• Proactive by default: you surface problems before being asked and solve what you can 

• Excellent time management: the CEO's priorities shift fast; you adapt without losing the thread 

Nice to Haves 

• Experience in a digital agency, consulting, or fast-growth startup environment 

• Familiarity with project management workflows and creative production pipelines 

• Background in communications, business operations, or executive administration 

• Experience using automation tools (Zapier, Make, or similar) 

What This Role Is Not 

Clarity on Scope 

This is not a general admin or data entry role. Not a personal errand runner. Not a position for someone who needs constant direction.  This is a high-trust, high-ownership executive support role. The CEO is counting on you to make his days more focused and his operations more airtight. If you're the type who spots problems before they're problems and moves without being pushed, this role was built for you.