We are seeking a highly organized and proactive Virtual Executive Assistant to support our executive team. As a Virtual Executive Assistant, you will play a key role in managing administrative tasks, coordinating schedules, and facilitating communication between team members. Your exceptional multitasking abilities and attention to detail will contribute to the smooth operation of our organization.
Responsibilities:
- Provide comprehensive administrative support to members of the executive team, including calendar management, travel arrangements, and expense tracking
- Manage and prioritize emails, phone calls, and other correspondence on behalf of executives, ensuring timely responses and follow-ups
- Coordinate and schedule meetings, conferences, and appointments, both internally and externally, considering multiple time zones as necessary
- Prepare and distribute agendas, presentations, and meeting materials, and assist with meeting minutes and action item follow-up
- Conduct research, compile data, and create reports or presentations as requested by executives
- Act as a liaison between executives and internal/external stakeholders, maintaining professionalism and confidentiality at all times
- Assist with project management tasks, including organizing timelines, tracking progress, and coordinating resources
- Handle special projects and ad-hoc tasks as assigned by executives, demonstrating flexibility and adaptability to changing priorities
- Manage document storage and organization, ensuring that files and records are properly maintained and accessible
- Anticipate the needs of executives and proactively identify opportunities to streamline processes and improve efficiency
Requirements
- Proven experience as an executive assistant or similar role, preferably in a virtual or remote setting
- Excellent communication skills in English, both verbal and written
- Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively
- Proficiency in using productivity tools such as Microsoft Office Suite, Google Workspace, and project management software
- High degree of professionalism and discretion in handling confidential information and sensitive matters
- Ability to work independently with minimal supervision, while also collaborating effectively with team members across different locations
- Strong problem-solving skills and resourcefulness in resolving issues and addressing challenges
- Availability to work during standard business hours in the United States, with flexibility to accommodate occasional evening or weekend work as needed
- Bachelors degree or equivalent experience in business administration, office management, or a related field is preferred
