Virtual Executive Assistant

Position Summary

MAPA Translations Inc. is seeking a highly capable proactiveVirtual Executive Assistant & Media Coordinatorto support executive leadership and external visibility initiatives. This role is a strategic extension of the CEO and senior leadership team combining executive support high-level communication and coordination of podcast and speaking engagements.

This isnota task-based administrative role. The ideal candidate demonstrates exceptional business judgment executive presence and the ability to operate independently in a fast-paced U.S.-based business environment.

You will manage executive communications complex scheduling and external outreach while ensuring professionalism discretion and brand consistency in every interaction.

About MAPA Translations

MAPA Translations Inc. is a certified woman-owned language services company based in the greater Boston area. We provide high-quality translation and interpretation services that help organizations bridge communication gaps and better serve diverse communities.

Our work is relationship-driven quality-focused and rooted in integrity. As our leadership team expands its visibility through media and speaking engagements this role plays a critical part in protecting executive time and amplifying impact.

Core Values

Integrity

Accuracy

Accountability

Responsiveness

Professionalism

Key Responsibilities

Executive & Business Support

• Act as a trusted extension of the CEO and leadership team
• Manage executive calendars across multiple time zones with sound judgment and prioritization
• Triage inbox communications and draft executive-level correspondence on behalf of leadership
• Prepare briefing documents and summaries ahead of meetings podcasts and speaking engagements
• Maintain confidentiality and discretion at all times

Podcast & Speaking Engagement Coordination

• Research pitch and schedule podcast interviews and speaking engagements
• Communicate professionally with podcast hosts conference organizers and external partners
• Coordinate availability confirmations reminders and technical logistics
• Manage speaker one-sheets bios headshots and media assets
• Track outreach bookings deadlines and follow-ups using structured trackers or CRM tools
• Support post-event follow-up and asset collection

Business Awareness & Decision Support

• Assess incoming requests and prioritize based on business impact and executive ROI
• Anticipate scheduling conflicts or risks and proactively resolve them
• Handle last-minute changes calmly and professionally
• Serve as a reliable point of coordination between leadership and internal stakeholders as needed

Required Competencies

Communication & Executive Presence

• Outstanding written and verbal Business English (native-like fluency)
• Ability to ghostwrite polished professional emails on behalf of the U.S.-based executives
• Confident diplomatic communicator with external stakeholders

Technical & Computer Skills

• Advanced proficiency in Microsoft Office 365:
• Outlook (calendar management scheduling)
• Word (executive correspondence formatting)
• Excel (trackers logs reporting)
• PowerPoint (basic slide edits and formatting)
• Comfortable using Zoom Google Meets Teams Calendly and similar tools
• Canva experience for media kits or one-sheets strongly preferred

Experience & Judgment

• Prior experience supporting C-suite or senior executives in U.S.-based small business model
• Demonstrated ability to work independently and make sound decisions
• Strong organizational skills with a high level of attention to detail
• Comfortable managing multiple priorities in a remote environment
• Experience coordinating podcasts speaking engagements or media outreach strongly preferred

Education & Experience

• Bachelors degree preferred or equivalent professional experience
• Proven experience in an executive assistant executive business partner or senior administrative role
• Prior experience working with U.S. executives or organizations required
• Experience in a professional services environment familiarity with media coordination or client-facing roles with timelines and deliverables.

Work Environment & Requirements

• Fully remote position
• Reliable high-speed internet and professional home office setup required required 2-3 monitors for optimal PC set up.
• Ability to work standard U.S. business hours based on Easter Standard Timezone
• Ability to manage extended screen time and digital communications

Commitment to Diversity

MAPA Translations Inc. is an equal opportunity employer committed to fostering a diverse and inclusive workplace. We believe diversity strengthens collaboration drives innovation and enh