Executive Assistant

Part Time Position

Valor Protection Safety Agency

Work Schedule

• Monday - Friday
• Approximately four hours per day
• Approximately twenty eight hours per week

Reports To: Chief

Compensation: $27 - $34/Hr

Position Overview

Valor Protection Safety Agency is seeking a highly professional, proactive, and execution focused Executive Assistant to provide direct support to Chief. This position is designed for a trusted support professional who can operate with urgency, discretion, organization, and strong follow through.

This role requires more than basic administrative support. The Executive Assistant must be able to assist with daily executive priorities, email communication, scheduling, document preparation, project execution, follow up, and the completion of delegated assignments.

The ideal candidate must be dependable, responsive, detail oriented, and capable of working in a fast moving executive environment. This person must understand how to support a leader who is constantly creating, building, delegating, and advancing multiple priorities across the agency.

About Chief

Chief leads Valor Protection Safety Agency with vision, discipline, faith, and a strong commitment to excellence, service, accountability, and impact. His leadership responsibilities extend across safety operations, school safety, hospital safety, client relationships, community partnerships, internal leadership, officer development, training, documentation, business growth, and strategic planning.

Chief creates and manages a wide range of initiatives, including service models, client proposals, leadership plans, training systems, operational documents, internal procedures, and growth strategies.

The Executive Assistant must be able to help organize these priorities, support communication, track delegated assignments, and ensure that important matters continue moving forward.

Supporting Chief requires professionalism, adaptability, confidentiality, and the ability to convert direction into completed work.

Purpose of the Role

The purpose of the Executive Assistant position is to increase Chief’s daily capacity by providing consistent administrative, communication, and project execution support.

This role exists to help ensure that priorities are organized, emails are handled professionally, delegated tasks are completed, projects are tracked, follow ups are consistent, and important details are not missed.

The Executive Assistant should not simply wait for instructions. This person must be able to take initiative, anticipate needs, ask appropriate questions, and complete assignments with accuracy and excellence.

Key Responsibilities:

Executive Administrative Support

The Executive Assistant will assist Chief with organizing daily priorities, maintaining task visibility, tracking important assignments, and helping manage the flow of executive responsibilities.

Responsibilities include:

• Managing and organizing daily executive priorities
• Preparing reminders for important tasks, meetings, and deadlines
• Organizing notes, ideas, and action items
• Tracking pending, completed, and delayed assignments
• Helping Chief stay prepared for meetings, calls, and decisions
• Providing consistent updates on assigned responsibilities
• Maintaining a clear system for executive task management

Email and Communication Support

The Executive Assistant may assist with reviewing, organizing, drafting, and responding to emails as delegated by Chief. Communication must be professional, clear, timely, and aligned with the standards of Valor Protection Safety Agency.

Responsibilities include:

• Reviewing emails as authorized
• Drafting professional email responses
• Responding to emails when delegated or approved
• Flagging urgent messages that require Chief’s attention
• Following up on unanswered messages
• Preparing summaries of important communication threads
• Supporting communication with staff, clients, vendors, partners, and stakeholders
• Ensuring written communication reflects professionalism, clarity, and executive presence

Project Execution and Delegated Assignments

This role requires the ability to carry out specific projects and complete delegated assignments. Projects may vary based on agency needs, client priorities, internal operations, documentation, staffing, training, or strategic initiatives.

Responsibilities include:

• Executing delegated assignments from start to completion
• Breaking larger tasks into organized action steps
• Tracking deadlines and deliverables
• Conducting basic research when needed
• Preparing documents, summaries, trackers, or reports
• Following up with the appropriate individuals to move tasks forward
• Providing progress updates to Chief
• Ensuring delegated work is completed accurately, professionally, and on time

Scheduling and Calendar Support

The Executive Assistant will help support Chief’s schedule, meeting preparation, and calendar organization.

Responsibilities include:

• Coordinating meeting times
• Preparing schedule reminders
• Monitoring important dates and deadlines
• Identifying scheduling conflicts
• Preparing basic meeting agendas
• Supporting meeting follow up after calls or appointments
• Helping Chief maintain a more organized daily and weekly workflow

Document Preparation and Organization

Chief frequently creates documents, proposals, plans, policies, training content, operational systems, and client facing materials. The Executive Assistant will assist with organizing, formatting, preparing, and tracking documents as needed.

Responsibilities include:

• Preparing drafts from notes, instructions, or outlines
• Formatting documents for professional presentation
• Organizing files and folders
• Maintaining updated versions of important documents
• Creating agendas, summaries, checklists, trackers, and basic reports
• Tracking documents that require review, revision, approval, or distribution
• Ensuring documents are clean, accurate, and aligned with agency standards

Follow Up and Accountability Support

The Executive Assistant will help ensure that assignments, communications, and delegated responsibilities continue moving forward.

Responsibilities include:

• Following up on delegated tasks
• Requesting updates from staff, vendors, clients, or partners when appropriate
• Tracking who is responsible for each assignment
• Identifying delayed or incomplete tasks
• Preparing status updates for Chief
• Helping ensure that important responsibilities are not overlooked
• Maintaining professional communication while supporting accountability

Required Qualifications

The ideal candidate must have strong administrative, communication, and execution skills.

Required qualifications include:

• Strong written and verbal communication skills
• Excellent organization and time management
• Professional email writing ability
• Strong attention to detail
• Ability to manage multiple priorities at once
• Ability to execute delegated assignments
• Ability to maintain confidentiality
• Ability to use email, calendars, documents, spreadsheets, and task management tools
• Reliable daily availability
• Strong follow through and personal accountability

Ideal Candidate Profile

The ideal candidate is mature, dependable, proactive, organized, responsive, and execution focused. This person must be able to support a fast moving leader, manage changing priorities, and complete assignments without repeated reminders.

The right person for this role understands that executive support is not passive. It requires ownership, discipline, communication, and the ability to help turn direction into completed work.

This position is best suited for someone who takes pride in excellence, values confidentiality, communicates professionally, and can help bring structure to a high responsibility executive environment.