Virtual Executive Assistant – UK-Based, Client-Facing

Experience Level: Expert
Estimated Duration: Ongoing - with scope to increase weekly hours.
Rate: Please include your hourly rate or monthly retainer in your proposal.

I’m looking for a proactive, detail-oriented Executive Assistant to support me across both client communication and the broader operations of a growing, service-based business.

This is a client-facing and operational role, supporting a professional, confidential service (within the legal and private client sector) and assisting in the preparation and launch of a wider business offering. Tasks will include following up with clients by phone and email, reviewing and refining documents, assisting with CRM and process testing, and managing general administrative tasks.

Discretion, initiative, and strong communication skills are essential — both written (for emails, client responses, document formatting) and spoken (for occasional client phone calls).

Summary

This is not an entry-level role. You should have at least 3 years’ experience supporting a business owner, consultant or director — ideally in legal, psychological, or private client environments where sensitivity, discretion, and structure matter.

I’m based near Bristol and regularly work in London, so if you’re nearby, I’d welcome an in-person onboarding meeting. UK-based applicants only, please.

An NDA (Non-Disclosure Agreement) and Statement of Work (SOW) will be provided before the project begins, due to the nature of the client base and material you may handle.

While the role is primarily during UK business hours, occasional out-of-hours support may be needed depending on client needs. Flexibility is appreciated, though not expected daily.

What you’ll be doing

Managing inbound client contact via email, WhatsApp, and occasional phone calls
Following up with clients, issuing invoices, and confirming appointments
Coordinating calendars and booking slots
Reviewing copy for emails, documents, and terms
Testing processes such as bookings, client journeys, and CRM logic
Maintaining client records in a CRM or ERP system
Liaising calmly and professionally with clients by phone when needed
Keeping operational documents and processes tidy and consistent

What you’ll need

Excellent spoken and written English — professional, clear, and confident
A calm, polite phone manner
Strong attention to detail and a logical approach to problem-solving
Familiarity with CRM or ERP-style systems — you don’t need to be technical, just organised and process-aware
Discretion and trustworthiness — you’ll be handling sensitive information
Availability during UK working hours (Monday to Friday), with the ability to check in at least once or twice a day
Ability to respond to occasional time-sensitive tasks quickly
Willingness to provide references and complete a clear Standard DBS check (cost covered)

Nice to have but not essential

Experience in legal, psychology, HR, or private client services
Familiarity with reviewing service terms, consent forms, or contracts
Previous involvement in a business launch, scale-up, or systems implementation
Background in client care, healthcare admin, or high-trust service delivery

Hours and Setup

Start with 5 to 10 hours per week, with flexibility to scale
Ongoing retainer preferred, but hourly proposals also welcome
Fully remote, with the option to meet in person for onboarding if you’re near Bristol or London

To apply, please briefly answer the following:

Tell me about your background — who have you supported, and in what settings
How many hours per week do you currently have available and if/when required can you increase availability for us?
Where in the UK are you based
Are there any parts of the role that you wouldn’t feel confident covering
What is your preferred hourly rate or monthly retainer
Are you willing to provide references and complete a clear Standard DBS check (cost covered)

Looking forward to hearing from someone I can work with long-term, with confidence and trust.

Thanks,
Luke