We are seeking an experienced Executive Assistant to join our team. Strong candidates for this role will have at least 3 years of experience supporting senior executives or business owners. Experience in the world of digital marketing is beneficial but not required. Strong candidates for this role will have excellent communication and organization skills.
You will work closely with the owner of our Digital Marketing Agency to manage schedules/emails/tasks, coordinate meetings, and handle other administrative tasks. You will be an integral part of our dynamic team, ensuring smooth operations and effective communication within the company.
You must have strong proficiency in the following areas:
- Communication: Excellent written and verbal communication skills
- Organization: Strong organizational skills with the ability to multitask and prioritize tasks effectively
- Technology: Proficiency in using office software and tools such as Microsoft Office, Google Workspace, and project management tools.
- Time Management: Ability to manage and optimize executives schedules
- Attention to Detail: High level of accuracy in managing details and tasks.
- Problem-Solving: Strong problem-solving skills to address and resolve issues independently.
- Confidentiality: Ability to handle sensitive information with discretion and confidentiality.
- Flexibility: Adaptability to changing priorities and needs. You will be working remotely for a US-based business with US-based clients. This is a full-time role and requires you to commit all of your working time to this position and company
- Client Communication: The ability to interact with USA-based clients directly via writing and on video calls.
You will be working remotely for a US-based business with US-based clients, and you will be part of a team working primarily in the United States. This is a full-time role and requires you to commit all of your working time to this position and company.
- Schedule Management: Efficiently manage and optimize executives calendars, including scheduling meetings, appointments, and travel arrangements
- Email Management: Monitor and manage executives email inboxes, prioritize messages, and draft responses on their behalf
- Meeting Coordination: Organize and coordinate meetings, prepare agendas, take minutes, and follow up on action items
- Travel Arrangements: Plan and book travel, accommodations, and itineraries for executives
- Administrative Support: Handle various administrative tasks, such as data entry, document preparation, and filing
- Project Assistance: Assist with project management tasks, including tracking deadlines, coordinating with team members, and providing status updates
- Research and Reporting: Conduct research on various topics, compile data, and prepare reports and presentations for executives
- Task Management: Prioritize and manage multiple tasks to ensure timely completion and adherence to deadlines
- Notes & Documentation: Take detailed notes, maintain all details, and be able to provide details and priotitization back to the team.
- Client Interaction: Communicate with clients and partners on behalf of executives, schedule appointments, and follow up on requests
- Technology Utilization: Utilize various software and tools (e.g., Microsoft Office, Google Workspace, project management tools) to streamline tasks and improve efficiency
- Problem Resolution: Identify potential issues and proactively find solutions to ensure smooth operations
- Continuous Improvement: Stay updated with industry trends and continuously seek ways to improve processes and support functions
Requirements
- Strong English writing and speaking with minimal accent
- 3+ years of experience as a Virtual Executive Assistant
