We are seeking a highly organized and proactive Executive Assistant to provide exceptional support to our CEO. The successful candidate will play a pivotal role in managing various strategic projects, ensuring efficient operations, and facilitating effective communication both internally and externally.
Key Responsibilities:
Calendar Management: Organize and manage the executive's calendar, scheduling meetings, and appointments efficiently.
Communication Management: Handling emails, phone calls, and other forms of communication on behalf of the executive, including screening, responding, and redirecting as necessary.
Administrative Support: Providing administrative support such as drafting correspondence, preparing documents, and maintaining records.
Booking Appointments: Handle the booking of appointments with clients, vendors, and other stakeholders. Making travel arrangements including booking flights, hotels, transportation, and creating travel itineraries.
Order Entry: Process and manage order entries accurately and promptly.
Email Moderation: Monitor and manage the executive's email inbox, prioritizing and responding to emails as needed.
New Customer Outreach: Conduct outreach to potential new customers, setting up initial contact and follow-up.
LinkedIn Presence: Manage and enhance the executive's LinkedIn profile and presence, ensuring consistent and professional engagement.
Meeting Coordination: Coordinating and scheduling meetings, preparing agendas, taking minutes, and following up on action items.
Information Management: Managing and organizing information, files, and documents, both physical and digital, to ensure easy access and retrieval.
Project Assistance: Assisting with special projects, research tasks, and presentations as needed.
Client Relationship Management: Building and maintaining relationships with clients, stakeholders, and business partners on behalf of the executive.
Financial Management: Assisting with financial tasks such as expense tracking, budget management, and invoice processing.
Problem Solving: Handling ad-hoc requests, troubleshooting issues, and finding solutions to problems as they arise.
Qualifications:
Bachelor's degree in Business Administration, Management, or a related field (Master's degree is a plus).
Proven experience in project management and executive support roles.
Exceptional organizational skills and attention to detail.
Excellent communication and interpersonal skills.
Proficiency in data analysis and reporting tools.
Ability to maintain confidentiality and handle sensitive information.
Strong problem-solving skills and the ability to work under pressure.
Proficiency in Microsoft Office Suite and project management software.
Proactive, adaptable, and a self-starter.
Must have a reliable internet connection
If you possess the skills we are looking for, we encourage you to apply and join our dynamic team. Flexibility to work within a US time zone is required; specific schedules will be discussed during the interview. Please send us your updated resume to annap@handsworkingvirtually.com and we will promptly schedule an interview for you!
We look forward to your application!