Virtual Executive Assistant

About Frontier

Frontier is a subsidiary of Fresh Prints. Fresh Prints is a New York-based, fast-growing, fully remote, 150-person company with most of our team based in India and the Philippines. A few years ago, Fresh Prints began helping other fast-growing companies build their teams. We got so good at it that we spun out a new company to focus exclusively on that — and called it Frontier.

At Frontier, we help companies grow full-time, cross-functional teams abroad. We hire the smartest people and place them into the best companies. In three years, we've never lost a client.

If you're interested in a Frontier role and you apply and are accepted, we'll screen you through assessments and interviews and aim to get you an interview for a full-time job within the month.

Think of us as your personal talent agent — and good luck with the application! 😊

Please note: To ensure we find the best fit, our process begins with a practical skills assessment prior to interviews.

About the Client

Saltbox is on a mission to make the hardest parts of running a small business simple. The company provides flexible warehouse suites, office space, and logistics support that help eCommerce businesses grow and scale with confidence.

As Saltbox continues to expand across multiple markets in the United States, the operations team plays a critical role in supporting growth and ensuring a world-class experience for customers and internal stakeholders alike.

The company is seeking a highly organized, proactive, and detail-oriented Virtual Executive Assistant to support the VP of Services & Operations. This is a high-impact role for someone who thrives on creating structure, staying ahead of priorities, and helping a senior leader operate at their best.

Role Overview

As the Virtual Executive Assistant, you will serve as the primary support partner to the VP of Services & Operations. You'll own the operational backbone of the executive's day-to-day activities, ensuring meetings are organized, communications stay on track, action items are followed through, and priorities remain aligned.

This role requires exceptional organization, strong communication skills, sound judgment, and the ability to operate independently in a fast-paced environment. You'll work across calendars, inboxes, travel arrangements, meeting preparation, follow-up coordination, and team communication to help keep the organization running smoothly.

Key Responsibilities

Calendar & Meeting Management

• Own calendar management end-to-end, including scheduling, rescheduling, prioritization, and protecting focus time
• Coordinate meetings across multiple stakeholders and time zones
• Prepare meeting agendas, relevant documents, context, and supporting materials in advance
• Anticipate scheduling conflicts and proactively resolve competing priorities
• Ensure the executive remains informed, prepared, and on schedule throughout the day

Meeting Notes & Follow-Up Management

• Utilize Fireflies or similar AI-powered meeting tools to capture meeting transcripts
• Convert meeting discussions into concise notes, summaries, and actionable next steps
• Organize meeting notes and action items within appropriate systems and documentation repositories
• Track follow-ups and ensure commitments are completed on time
• Maintain visibility into outstanding tasks and dependencies across teams

Inbox & Communications Management

• Manage and triage email communications daily
• Draft and send routine communications on behalf of the executive
• Prioritize urgent matters and escalate issues requiring executive attention
• Maintain inbox organization and ensure timely responses to key stakeholders
• Help maintain consistent communication across internal and external relationships

Travel & Expense Coordination

• Coordinate domestic travel arrangements, including flights, hotels, transportation, and itineraries
• Manage travel changes and schedule adjustments as needed
• Maintain organized travel records and upcoming itinerary documentation
• Process, reconcile, and track expense submissions and receipts
• Ensure compliance with company policies and reporting requirements

Team Coordination & Administrative Support

• Support daily and weekly planning activities
• Coordinate action items across departments and stakeholders
• Follow up on outstanding requests and commitments
• Maintain task trackers, reminders, and priority lists
• Serve as a trusted operational partner for administrative and coordination needs

What We're Looking For

• 3+ years of experience supporting senior executives, founders, or leadership teams
• Previous experience as an Executive Assistant, Virtual Executive Assistant, Executive Operations Coordinator, or similar role
• Exceptional organizational and time-management skills
• Strong written and verbal English communication skills
• High attention to detail and follow-through
• Ability to manage confidential information with discretion and professionalism
• Strong judgment regarding prioritization and escalation
• Experience managing executive calendars and inboxes
• Comfortable working independently in a remote environment
• Proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets)
• Experience with Fireflies, AI meeting assistants, or similar productivity tools
• Familiarity with project management and collaboration tools such as Slack, Notion, Asana, ClickUp, or similar platforms

Preferred Qualifications

• Experience supporting executives in fast-growing startups or high-growth environments
• Experience coordinating cross-functional teams and projects
• Familiarity with AI-powered productivity tools and workflow automation
• Experience with travel coordination and expense management

Additional Details

• Fully Remote
• Full-Time Position
• Reports directly to the VP of Services & Operations
• Meaningful overlap with U.S. business hours required
• Long-term opportunity with growth potential

Compensation & Benefits

• Competitive compensation based on experience
• Fully remote work environment
• Stable, long-term opportunity
• Exposure to leadership and company operations
• Professional growth and development opportunities
• Collaborative and supportive team environment