Virtual Executive Assistant

Virtual Executive Assistant (Remote, Part-Time)

Caerwyn Group, Inc.

About us

Caerwyn Group is a small strategic advisory firm based in the United States. We help commercial companies get ready for, strategize, win, and deliver government contracts at the federal, state, and local level. The founder currently owns strategy, client work, and sales. We already use AI tools for writing, research, and document prep. We need a person for the work those tools can’t do: anything that takes a human voice, a human login, live judgment, or hands on a keyboard inside our accounts.

The role

You’ll work directly with the founder as her right hand on day-to-day operations. Expect a mix of inbox and calendar work, social media execution, CRM upkeep, and follow-up with real people. This is a long-term role with significant room for growth for the right person.

What you’ll do

Calendar and inbox

• Manage the founder’s calendar: book, confirm, and reschedule client calls, prospect meetings, and partner calls

• Triage the inbox daily, flag what’s urgent, and draft replies for approval

• Send reminders and confirmations to clients/staff before scheduled calls

• Follow up on unanswered emails and open loops

Phone and live communication

• Make and take calls on the company’s behalf: scheduling, vendor questions, follow-ups, and basic outreach

• Join virtual meetings when asked to take notes and capture action items

• Call or email outside organizations (vendors, event hosts, small business support centers) to confirm details and register for events

Social media execution

• Schedule posts across LinkedIn, YouTube, TikTok, Instagram, and Facebook from a content calendar we provide

• Upload videos, write captions from provided scripts, and add thumbnails

• Do basic editing of short-form video (trimming, captions, simple branded templates)

• Monitor comments and DMs daily, respond to routine ones, and escalate leads to the founder

• Log weekly engagement numbers in a tracker

CRM and admin

• Keep our CRM (Odoo) current: contacts, leads, pipeline stages, tasks, and notes

• Do data entry and list building from sources we specify

• Log new clients, set up client folders, and send intake forms based on our written procedures

• Keep shared drives organized and named to our conventions

Research and event support

• Watch event calendars for government contracting workshops and webinars, then register the founder

• Pull public information from government websites into spreadsheets

• Compile short weekly summaries of what you found

What you won’t do

• Sign contracts, approve payments, or speak for the company on pricing or strategy

• Access controlled government data or client files flagged as restricted

Tools you’ll use

Google Workspace (Gmail, Calendar, Drive), Odoo, Zapier, Notion, Canva or CapCut (or similar), and native scheduling tools for each social platform. We’ll train you on our setup. You’ll get your own logins; we don’t share passwords.

Qualifications

Required

• 1-2+ years as a virtual assistant or executive assistant supporting a US-based business owner

• Fluent written and spoken English, comfortable on the phone with US callers

• Hands-on experience scheduling and managing social media accounts for a business

• Comfort learning a CRM quickly (Odoo, HubSpot, Salesforce, or similar)

• Reliable internet, a quiet place to take calls, and a working headset

• Able to follow written procedures exactly, and to ask when something isn’t clear

• Able to work all scheduled hours during US Eastern Time, Monday through Friday

Preferred

• Experience with Odoo specifically

• Basic short-form video editing

• Experience supporting a consulting, B2B services, or government contracting business

• Familiarity with Zapier or other automation tools

Schedule and pay

• 5 to 10 hours per week to start, with more hours as the role grows

• All hours worked during US Eastern Time (we are a bit flexible so please send availability)

• $5 to $10 USD per hour to start, based on experience

• Commission and bonus structure discussed after a 30-day trial period