Virtual Assistant (Executive & Project Support)

Where Digital Trust Becomes a Competitive Edge

Our client is a global powerhouse dedicated to data privacy and AI governance operating across 100 countries with offices in the UK Spain and the USA. They specialize in delivering tailored high-impact solutions that go beyond compliance enabling organizations to build trust reduce risk and drive operational efficiency. With a client-centric high-touch approach our client is redefining what it means to be a trusted advisor in the digital age.

Job Description

As a Virtual Assistant (Executive & Project Support)you will support the CEO and project teams by managing calendars coordinating meetings preparing documents and maintaining organized communication and project tracking systems. This role ensures smooth day-to-day operations and efficient project delivery in a dynamic consulting environment.

Job Overview

Executive Assistant Support - supports the Chairman and CEO with administrative and coordination tasks including:

• Manage complex calendars and diaries
  
• Prepare and format documents based on drafts
  
• Handle light inbox and telephone communications
  
• Post content on social media using pre-approved materials
  
• Coordinate travel and logistics
  
• Organize files and folders
  
• Follow up and coordinate general tasks
  

Project Administration Support - supports the PMO and project delivery team with administrative operations including:

• Meeting & Calendar Management
  

• Schedule internal and client meetings (e.g. standups retrospectives reviews)
  
• Send calendar invites with standardized agendas
  
• Maintain shared project calendars in JIRA or Outlook
  

• Meeting Support
  

• Take structured notes during internal meetings using a provided template
  
• Record and circulate action points for review
  
• Capture meeting attendance and report participation
  

• Document & File Management
  

• Organize shared project folders in Microsoft 365 and Confluence
  
• Format reports project plans and presentations using existing templates
  
• Maintain version control and archive older files
  

• Reporting & Project Tracking
  

• Generate weekly project status metrics (e.g. task completion rates overdue items)
  
• Maintain a central list of projects owners and client contacts
  
• Update trackers with project data (timelines milestones contact details)
  

• Time & Billing Administration
  

• Send weekly time logging reminders to consultants
  
• Identify and flag missing or inconsistent time entries
  

• Communications & Coordination
  

• Send templated client follow-up emails (e.g. confirmations summaries)
  
• Request internal status updates or inputs for deliverables
  
• Confirm meeting attendance and distribute materials
  

• Internal Tools & Knowledge Management
  

• Maintain internal documentation templates (e.g. RACI RAID logs)
  
• Organize the internal knowledge base in Confluence
  
• Keep shared resource links and references up to date
  

• Optional / Developmental Tasks (Performed with guidance and subject to review)
  

• Tag update and archive JIRA tickets
  
• Format project plans and timelines
  
• Draft internal communications using approved templates
  

Requirements

The Qualifications We Seek

• Minimum 2 years experience as a Virtual Assistant Executive Assistant or Project Administrator
  
• Strong written and spoken English communication skills
  
• Advanced proficiency with Microsoft 365 (Outlook Word Excel PowerPoint OneDrive)
  
• Working knowledge of JIRA and Confluence (or willingness to learn quickly)
  
• Highly organised process-driven and detail-oriented
  
• Ability to manage multiple stakeholders and prioritise tasks independently
  
• Discretion and professionalism when handling confidential information
  

Benefits

Exciting Perks Await!

• Private Medical Insurance
  
• Access to Sportmaster
  
• Career growth opportunities
  
• Global career exposure
  
• Diverse and supportive work environment
  
• Unlimited upskilling through Emapta Academy courses (Want to know more Visit Are We
  

  EMAPTA is proud to be recognized as a leading Global company with a steadfast commitment to excellence in outsourcing solutions. As part of our ambitious expansion strategy we are thrilled to announce our entry into Macedonia a country brimming with immense potential and a talented workforce. We firmly believe in the abilities of the Macedonian people and are eager to contribute to the countrys growth and development. This expansion marks a significant milestone for us as we extend our global footprint into this promising region. With our entrance into Macedonia EMAPTA offers an exciting opportunity for professionals to work with a truly global company while enjoying the benefits of a local Macedonian office and support team. We are dedicated to bridging the best of two worlds by combining our international expertise with the rich talent pool and unique local insights that Macedonia has to offer. Our vision is to empower businesses with top-tier outsourcing services while fostering strong ties with the local community. EMAPTAs presence in Macedonia promises to be a mutually enriching collaboration that propels both the company and the country towards greater success on the global stage. #EmpoweringPeople #EmaptaExperience
  

  
  The Qualifications We Seek Minimum 2 years experience as a Virtual Assistant, Executive Assistant, or Project Administrator Strong written and spoken English communication skills Advanced proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, OneDrive) Working knowledge of JIRA and Confluence (or willingness to learn quickly) Highly organised, process-driven, and detail-oriented Ability to manage multiple stakeholders and prioritise tasks independently Discretion and professionalism when handling confidential information