Part-Time Virtual Executive Assistant

Overview

Part-Time Virtual Executive Assistant Jobs in Remote at BTS

We are The Mahoney Group, we broker insurance, and we are growing by the day. Our mission is to deliver dynamic solutions that protect and empower people. We are diligent in our pursuit to see every team member reach their personal and professional goals through the work we do together. Our core values are the backbone of our business and guide our hiring process: Performance, Enthusiasm, Ownership, Perpetuation, Loyalty and Empathy (P.E.O.P.L.E). We are an employee owned, PEOPLE first organization.

BENEFITS

Group Benefits (Some at No Cost to You)
Medical | Dental | Vision | Basic Life | STD | LTD | LTC
HSA & FSA
401(k) Retirement Plan with Company Match
Employee Stock Ownership Plan
Paid Time Off

POSITION SUMMARY
The Executive Assistant supports Key Executives at The Mahoney Group and plays a pivotal role in enabling the company’s senior leadership to operate at maximum efficiency and effectiveness. This individual will serve as a trusted partner to top-level executives, providing seamless administrative support while also functioning as a critical liaison across departments and with external partners. This is not a traditional support role — it requires strategic thinking, exceptional judgment, and the ability to anticipate needs, manage shifting priorities, and maintain poise under pressure.
The successful candidate will be a proactive problem solver with a keen attention to detail, strong interpersonal skills, and the ability to handle highly confidential information with discretion. They will be responsible for managing complex calendars, coordinating high-level meetings and communications, handling travel logistics, and supporting key initiatives and projects across the executive team.

KEY RESPONSIBILITIES

Provide high-level administrative support to key executives, including calendar management, meeting coordination, and travel arrangements.
Prepare and edit correspondence, presentations, reports, and other documents with accuracy and professionalism.
Manage sensitive and confidential information with discretion.
Serve as a liaison between executives and internal/external stakeholders.
Organize and prioritize incoming communications (emails, calls, meeting requests).
Coordinate executive team meetings, including scheduling, agendas, logistics, and taking meeting minutes.
Assist with special projects, research, and reports as directed by executives.
Track and manage deadlines, deliverables, and action items to ensure timely follow-up and execution.
Maintain a high level of professionalism and responsiveness in all interactions.

COMPETENCIES

5+ years of experience as an Executive Assistant or in a similar administrative support role, preferably supporting C-suite or senior-level executives.
Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and video conferencing platforms (Zoom, Microsoft Teams).
Exceptional organizational skills and attention to detail.
Excellent verbal and written communication skills.
Ability to work independently and as part of a team, with a proactive and adaptable approach.
Proven ability to manage multiple tasks and deadlines efficiently.
High level of integrity, discretion, and professionalism.

EDUCATION & EXPERIENCE

Experience in the insurance, financial services, or professional services industry a plus.
Bachelor’s degree in Business Administration, Communications, or related field preferred

PHYISCAL REQUIREMENTS
The physical requirements are representative of those that must be met to successfully perform the essential functions of this job.

Sit at a desk and use a computer for extended periods of time
Lift and/or move up to 10 pounds and up to 25 pounds on occasion
Regularly talk to communicate and hear to understand
Use hands to reach and grasp and use fingers to feel and touch
Ability to see with close vision and ability to adjust focus

WORK ENVIRONMENT
The work environment characteristics described here are representative of those that may be encountered while performing the essential functions of this job.

Job duties are performed in an indoor office setting with computers, telephones, and copy/print machines. Noise levels are minimal to moderate.

COMMITMENT TO DIVERSITY
As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, The Mahoney Group recognizes that a diverse staff, reflective of our community, is an integral and welcome part of a successful and ethical business. We hire talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability, and actively foster inclusion in all forms both within our company and across interactions with clients, candidates, and partners.

This position will have the opportunity to work remotely one day per week. Our office is in Chandler. We look forward to seeing your resume!Show more

Title: Part-Time Virtual Executive Assistant

Company: BTS

Location: Remote