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About OkayRelax

OkayRelax is a virtual assistant company based in the USA. We connect busy professionals and growing businesses with skilled, English-speaking virtual assistants. Since 2015, we have helped clients around the world save time so they can focus on what matters most. We are selective about who we hire — our acceptance rate is very low — because we believe our clients deserve the best. We are more than a service. We are a team that cares about doing great work, supporting each other, and making a positive impact.

Role Overview

We are hiring an Executive Assistant who will work directly with one or more OkayRelax clients. You will act as their trusted support person — helping them stay organized, saving them time, and keeping their business running smoothly.

This is more than just completing tasks. We need someone who can think ahead, spot problems before they happen, and take action without being told. You will be the person your client depends on every day.

What You Will Do

Calendar, Email & Scheduling

Manage your client's calendar, schedule meetings, and resolve any time conflicts. Many clients work across different time zones, so you will need to keep track of this.
Coordinate calls, video meetings, and appointments — both business and personal.
Check and organize your client's email inbox. Flag anything urgent, respond to routine messages, and draft replies using your client's tone and style.
Prepare a short daily or weekly summary so your client knows exactly what is coming up.

Business Operations & Admin Tasks

Keep CRM (Customer Relationship Management) records up to date. This means adding new contacts, updating deal stages, and making sure no information is missing or outdated.
Help with invoicing, expense tracking, and following up on unpaid bills. Some clients may also need help with basic bookkeeping.
Create and update SOPs (Standard Operating Procedures) — these are step-by-step guides that explain how recurring tasks should be done.
Communicate with vendors (suppliers, software providers, service companies) on your client's behalf.
Manage software subscriptions and account logins.
Book flights, hotels, and transportation for business or personal travel.

Project Coordination

Use project management tools (such as Asana, Monday.com, Trello, or ProofHub) to track tasks, deadlines, and progress on your client's projects.
Follow up with team members and other people involved to make sure work gets done on time.
Prepare meeting agendas before meetings and send out action items (to-do lists) after meetings.
Help onboard (introduce and set up) new hires or contractors when your client brings someone new onto their team.

Communication & People Management

Be the first person to receive and respond to messages for your client. This includes emails, chat messages, and sometimes phone calls.
Write professional emails, proposals, follow-up messages, and thank-you notes on behalf of your client.
Handle questions or concerns from your client's customers. Know when to solve something yourself and when to pass it to your client.
If your client does podcasts, public speaking, or media appearances, help schedule and coordinate those opportunities.

Research & Decision Support

Research topics your client needs help with — for example: competitors, market trends, potential partners, new software tools, or service providers.
Organize your research into clear, easy-to-read documents such as summaries, comparison spreadsheets, or short presentations.
Help with one-time or special projects like planning an event, supporting a product launch, running an outreach campaign, or finding job candidates.

Marketing & Content Support

Schedule and publish social media posts using tools like Buffer, Later, or Hootsuite.
Write or edit blog posts, email newsletters, and other marketing content.
Create simple graphics and visuals using Canva or similar design tools (no advanced design skills needed).
Watch for important comments, messages, or trends on your client's social media accounts and bring them to your client's attention.

Handling Confidential Information

You will have access to private business information — financial records, business plans, passwords, and client data. You must treat all of this with complete confidentiality. Never share it with anyone unless your client gives you permission.
Protect your client's time by managing who gets access to them. This means politely saying no or redirecting people when your client is unavailable, while keeping relationships positive.

What You Need (Required)

At least 3 years of experience working as an Executive Assistant, Senior Virtual Assistant, or in a similar administrative support role.
Strong English skills — both written and spoken. You should be able to write professional emails, have clear phone conversations, and communicate comfortably with native English speakers.
Experience managing calendars and coordinating schedules across different time zones.
Comfortable using Google Workspace (Gmail, Google Calendar, Google Docs, Sheets, Slides), Microsoft Office 365, and video call tools like Zoom or Google Meet.
Experience with at least one project management tool (Asana, Trello, Monday.com, ProofHub, or similar).
Very organized. You pay close attention to details and can manage many tasks at the same time without dropping anything.
Able to work on your own without someone checking on you constantly. You take initiative and figure things out.
A reliable, fast internet connection and a quiet workspace where you can focus and take calls without background noise.
Available to work during US business hours (Eastern or Pacific time zone overlap is required).

Nice to Have (Not Required, But a Plus)

These skills are not required, but having them will make you a stronger candidate:

Go High Level (GHL): You have used Go High Level for managing contacts, sales pipelines, automated messages, or client communication workflows.
QuickBooks: You have used QuickBooks Online to create invoices, track expenses, do basic bookkeeping, or pull financial reports.
Social Media Management: You have managed business social media accounts — creating posts, scheduling content, and responding to followers.
Other CRM Tools: You have used Salesforce, HubSpot, or other CRM platforms (in addition to or instead of Go High Level).
Content Writing: You can write blog posts, newsletters, email campaigns, or marketing copy in clear, professional English.
Basic Graphic Design: You know how to use Canva, Adobe Express, or similar tools to create simple visuals like social media graphics, flyers, or presentations.

Why Contractors Choose OkayRelax

Work From Anywhere — This is a fully remote role. You choose where you work, as long as you have a reliable internet connection and a quiet space.
Long-Term Work, Not Short Gigs — We are looking for people who want to stay. Many of our team members have been with us for years. We value loyalty and invest in people who commit.
You Get Paid On Time — Competitive rates based on your experience, with reliable and consistent payments. No chasing anyone for money.
Learn and Grow — You will get access to training and development resources. Working with different clients also means you are constantly learning new industries, tools, and skills.
Be Part of a Real Team — Even though you work independently, you are not alone. We have a team Slack with social channels, virtual get-togethers, and people who support each other.
Do Work That Matters — You will be working directly with business owners and executives who depend on you. This is real, high-level work — not busywork.
A Company That Cares — OkayRelax gives back to the communities where our team members live. We believe your work should have a positive impact beyond just the tasks you complete.
Stability You Can Count On — OkayRelax has been in business since 2015 and continues to grow. We offer steady, ongoing work with a company that is here to stay.

Executive Assistant