Executive Assistant - (HR30881DS)

Job Title: Executive Assistant
Location: Remote (UK Time Zone Preferred, Philippines or LATAM Suitable)
Salary Range: up to 1500 USD

Work Schedule: Monday - Friday, 9:00 AM to 5:00 PM or 10:00 AM to 6:00 PM (UK GMT)

NOTE: INDEPENDENT CONTRACTOR POSITION

Company Overview:

Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent. We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies. Discover a world of career possibilities with Sagan.

About the Company:

A dynamic e-commerce brand based in the UK, specializing in creating premium wellness products. We are seeking an Executive Assistant to support our CEO in managing both personal and business tasks, ensuring smooth operations in a fast-paced startup environment.

Position Overview:

We are looking for a proactive, tech-savvy, and highly organized Executive Assistant to handle a wide range of administrative and operational tasks. The ideal candidate will possess exceptional communication skills, the ability to anticipate needs, and a strong aptitude for problem-solving. In this role you'd be supporting the founder/CEO of a UK-based startup with personal and business tasks.

Key Responsibilities:

Calendar Management:

• Organize and manage the CEO's schedule to ensure optimal time use.
• Schedule meetings, appointments, and prioritize tasks effectively.

Email Management:

• Monitor, organize, and respond to emails on behalf of the CEO.
• Maintain a clear and actionable inbox system.

Personal Support:

• Handle personal tasks and appointments with discretion and confidentiality.

Travel Coordination:

• Book and arrange business and personal travel, including flights, accommodations, and transportation.
• Prepare comprehensive travel itineraries.

Communication:

• Serve as the first point of contact and liaise with internal and external stakeholders.
• Maintain professional relationships with key contacts.

Project Management:

• Oversee projects from initiation to completion, ensuring alignment with business goals.
• Use tools like ClickUp to manage cross-functional team collaboration.

Process Improvement:

• Develop and document SOPs and implement systems to improve efficiency.
• Optimize workflows to save time and resources.

Research & Analysis:

• Conduct market research and provide insightful data and recommendations.

Document Management:

• Organize and maintain digital files, ensuring confidentiality and accessibility.

Finance Support:

• Process expense reports and receipts.
• Liaise with the accounting team for financial tasks.

Qualifications:

Required Skills:

• Minimum of 3+ years of experience as an Executive Assistant.
• Fluent in English with excellent written and verbal communication skills.
• Proficient in Google Workspace (Gmail, Google Docs, Google Sheets).
• Familiarity with project management tools like ClickUp, Monday, or Asana.
• Tech-savvy, proactive, and resourceful with strong problem-solving abilities.

Nice-to-Haves:

• Experience working with UK-based businesses or clients.
• Knowledge of AI tools like Claude or ChatGPT.
• Familiarity with automation tools such as Make or Zapier.

What Success Looks Like:

• CEOs time is optimized through effective task management and prioritization.
• Seamless execution of business and personal tasks.
• Projects delivered on time, meeting or exceeding expectations.
• Clear and professional communication maintained with all stakeholders.

Please note: To ensure prompt processing of your application, we kindly request that you submit your resume and an introductory video in English format.