About Us
Full Potential Solutions (FPS) is a performance-based, analytically driven omnichannel solutions organization with operations in Waltham, MA, Chennai, India, Bogota, Colombia, and Manila, Philippines that puts culture and employees first. We are a rapidly growing global company, employing the best people, processes, and proprietary technology to deliver groundbreaking solutions for our clients and fulfilling careers for our employees.
We invest in our people and put culture first because we believe that happy, fulfilled teams deliver breakthrough results. FPS offers a competitive suite of benefits for our employees, including a lucrative compensation program, medical, dental, and vision benefits, and the opportunity for high-potential career growth with a fast-growing company.
Our Core Values:
Integrity - Do what’s right for everyone: clients, shareholders, partners & colleagues, TEAM is more important than self, and create an atmosphere of mutual respect
Excellence - Deliver exceptional client results, Reward and recognize performance, and Relentless pursuit of improvement
Accountability - Act like an owner, take pride in our work, Measure results (your own and our clients), Be passionate
Grace - Respect and appreciate differences, Care for one another, Humility, Make work personal
Our Mission: To create conditions within which people can thrive!
The Virtual Executive Assistant (EA) serves as a high-level strategic partner and right-hand coordinator to the executive. Designed for a proactive, highly organized, and discreet individual, this role goes beyond traditional task execution to create true executive capacity through sound judgment, complete calendar ownership, anticipation, and proactive project follow-through.
The ideal candidate will manage complex, fast-moving priorities across multiple business initiatives, align personal and professional logistics, and act as a reliable backstop to ensure commitments, meetings, and projects are tracked through completion without falling through the cracks.
Duties and Responsibilities:
Complex Calendar & Schedule Ownership
Master Scheduling: Manage and own complex professional and personal calendars, including multi-time-zone meeting coordination, travel buffers, schedule changes, and focus blocks.
Proactive Rescheduling: Exercise judgment during sudden schedule shifts by immediately reorganizing displaced appointments and ensuring critical commitments are rescheduled rather than lost.
Forward Planning: Look ahead 4 to 6 weeks to identify conflicts, prioritize high-value requests, and present solutions directly rather than escalating scheduling problems.
Capacity Protection: Shield the executive’s time by establishing focus blocks, scheduling 1:1s with executive team members, and determining which requests can be accepted, deferred, or declined.
Daily Executive Morning Briefings
Conduct a daily morning briefing call (between 8:15 AM – 8:45 AM ET) to align on the day’s schedule, review prep materials, highlight top priorities, discuss pending approvals, and flag pending deadlines or action items.
Meeting Management, AI Summaries & Follow-Through
Attend selected leadership and operational meetings to capture explicit and implicit action items, deliverables, and timelines.
Utilize modern AI and automation tools to generate, format, and distribute clear meeting notes, agendas, and summaries to key stakeholders.
Maintain a central tracker for open action items across initiatives, systematically following up with team members and executive stakeholders to drive projects to closure.
Gently remind and manage the executive upward regarding pending decisions, signatures, or neglected high-priority deliverables.
Inbox & Communication Management
Screen, triage, and filter incoming executive emails; resolve routine inquiries and flag priority communications requiring direct executive attention.
Prepare background materials, prior notes, email threads, and documents so they are immediately accessible prior to key meetings.
Project Coordination & Initiative Tracking
Translate high-level, fast-paced discussions into clear, actionable project plans with defined milestones, dependencies, and responsible owners.
Coordinate cross-functional administrative processes for special initiatives and operational workflows across different business entities.
Travel & Personal Logistics Integration
Coordinate travel planning by researching flight options, accommodation alternatives, and ground logistics, maintaining comprehensive itineraries within the master calendar.
Liaise with domestic support staff (such as a House Manager) to align personal, family, and home logistics with the professional schedule.
Light Expense Administration & Financial Coordination
Organize, track, and submit corporate receipts and expense reports through designated software.
Coordinate with Accounts Payable regarding payment setups, credit cards, authorized transfers, and basic tax/bookkeeping documentation organization.
Qualifications:
Experience: Strong background supporting senior executives, entrepreneurs, C-suite leaders, or business owners (typically 5+ years of EA experience preferred, though go-getters with high learning agility are welcomed).
Calendar Management: Master-level ability to manage complex schedules across time zones.
Communication: Exceptional written and spoken English skills with confidence communicating across internal and external executive stakeholders.
Autonomy & Problem Solving: Proactive, anticipatory working style with the ability to operate effectively with incomplete direction and ambiguity.
Upward Management & Ownership: Strong anticipatory working style; comfortable challenging the executive respectfully, urging focus on key deliverables, and taking complete ownership of administrative mechanics.
Technical & AI Proficiency:
Advanced command of Microsoft 365 (Outlook, Teams, SharePoint, OneDrive, Word, Excel, OneNote).
Demonstrated comfort with company-approved AI productivity tools for summarization, drafting, workflow automation, and research.
Experience with expense platforms, spreadsheets, and travel applications.
Discretion & Confidentiality: Absolute integrity and discretion when handling highly sensitive financial data, corporate information, family logistics, and personal details.
Time Zone Alignment: Full ability to support US Eastern Time business hours, with strict adherence to daily morning syncs.
Skills Required
- 3-5 years of experience supporting C-level executives, Presidents, CEOs, or business leaders in a high-volume environment
- Master-level ability to manage complex schedules across time zones
- Exceptional written and spoken English skills
- Confidence communicating with internal and external executive stakeholders
- Proactive, anticipatory working style
- Ability to operate effectively with incomplete direction and ambiguity
- Advanced proficiency in Microsoft 365, including Outlook, Teams, OneDrive, SharePoint, Word, Excel, and OneNote
- Fluency using company-approved AI tools for research, summarization, drafting, workflow automation, and information organization
- Ability to maintain data accuracy and security when using AI tools
- Absolute commitment to confidentiality and protection of sensitive corporate, financial, strategic, and personal information
- Willingness to work flexible US Central Time Zone hours while coordinating with employees in other time zones
What We Do
Full Potential Solutions (FPS) is a new kind of performance-based outsourcing firm that puts culture and employees first, because we believe that happy, fulfilled teams accomplish great things. FPS develops comprehensive multichannel solutions for our partners to drive breakthrough business results. With a focus on increasing customer lifetime value and reducing acquisition costs for large brands, FPS couples the best people with our proprietary analytics and technology to implement effective strategies so our partners can reach their full potential. We develop and implement programs leveraging voice, email, and chat, coupled with direct mail and analytics to improve and optimize: sales / customer acquisition, lead generation, customer care, up-selling, retention and tech support. Our Culture We’re a group of trailblazers and doers. We love knocking down a complex problem and finding a solution. We challenge each other every day to perform our best, and take care of each other while doing it. At FPS, we are committed to creating an exciting culture of collaboration, innovation, leadership and fun. We take the time to invest in our people, providing them with comprehensive tools and training, and develop fulfilling paths for long-term career growth. Our team operates according to four core values that govern everything we do! - Integrity: Do what’s right and put team before self. - Excellence: Deliver exceptional results and reward performance. - Accountability: Take ownership and pride in our work. - Grace: Respect and appreciate one another; make your work personal! Interested? We're Hiring! We’re looking for smart, driven and talented people at all levels to join our rapidly growing team here in Kansas City, Missouri, USA, Waltham, Massachusetts, USA, Manila, Philippines and Chennai, India.
