Job title: Executive Assistant
Working Schedule: This is a full-time remote position. Working hours may need to align with the executive's time zone, with flexibility for urgent matters.
Salary: $1,000 - $1,400 USD per month
Industry: Cosmetics and Personal Care
About the Job:
The Executive Assistant will provide high-level administrative support to the executive team, managing daily operations, coordinating schedules, and handling communication on behalf of executives. The ideal candidate will be highly organized, proactive, and capable of managing multiple tasks with minimal supervision.
Key Responsibilities:
- Calendar Management:
- Coordinate and manage the executive's daily schedule, including meetings, appointments, and travel arrangements
- Prioritize and resolve scheduling conflicts proactively
- Prepare and distribute agendas for meetings, ensuring executives are well-prepared
- Communication:
- Draft, proofread, and edit documents and presentations as required
- Maintain confidentiality and discretion in all communications
- Travel Coordination:
- Arrange travel itineraries, accommodations, and logistics for domestic and international trips
- Prepare travel-related documents and ensure that all travel needs are met efficiently
- Meeting Coordination:
- Organize and coordinate meetings, including scheduling, booking venues, and preparing materials
- Take detailed minutes during meetings and follow up on action items as needed
- Manage virtual meeting platforms and ensure technical readiness for online meetings
- Project Management Support:
- Assist in the planning and execution of special projects, ensuring deadlines are met and tasks are completed
- Track progress on key initiatives and provide regular updates to the executive
- Facilitate communication and coordination among team members involved in the project
- File Management:
- Maintain and organize digital files, documents, and records as needed
- Data and Report Management:
- Compile, analyze, and summarize data and reports for the executive's review
- Prepare presentations, reports, and other documentation as needed
- Relationship Management:
- Act as a liaison between the executive and internal/external stakeholders
- Build and maintain positive relationships with clients, vendors, and partners
Requirements
- Experience: Minimum of 2-5 years of experience as an Executive Assistant or in a similar administrative role
Skills:
- Exceptional organizational and time-management skills
- Strong written and verbal communication abilities
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
- Ability to multitask and prioritize effectively in a fast-paced environment
- Discretion and confidentiality in handling sensitive information
- Proactive problem-solving skills and a strong attention to detail
