Executive Assistant

Instant Teams is seeking a Executive Assistant to provide top-tier support to our CEO and potentially one other executive. This remote role is ideal for a proactive professional and a background in the financial services industry who thrives in a fast-paced environment. The perfect candidate will have prior experience demonstrating exceptional organizational skills, attention to detail, and the ability to anticipate the needs of leadership. If you're a self-starter with a passion for excellence, we’d love to hear from you!

Below are the essential functions and responsibilities of this role: 

Essential Functions 

●  Schedule meetings and appointments for the CEO 

●  Manage and organize CEO inbox and calendar activities 

●  Coordinate virtual CEO events 

●  Schedule travel for CEO and/or any other appropriate employees 

●  Meeting follow-ups and coordination 

●  Attend meetings, take meeting minutes and track any action items or follow-ups 

●  Project management for assigned projects 

●  Conduct assigned research 

●  Organize office logistics and maintenance to include but not limited to maintenance orders, cleaning schedule, ordering of office supplies, etc. 

●  Receive/Send assigned company mail and correspondence 

●  Provide support to guests and visitors 

●  Develop and maintain office operating SOPs 

●  Other duties as assigned 
 

Competencies 

●  Ability to maintain confidentiality 

●  A strong communicator 

●  An agile mentality, positive attitude, and eagerness to learn 

●  Attention to detail and problem-solving skills 

●  A willingness to challenge assumptions and go beyond what’s expected 

●  Excellent time management skills 

●  Ability to multitask 

●  Ability to prioritize work 

●  Excellent written and verbal communication skills 

●  Strong problem-solving skills and ability to find creative solutions 

●  Ability to learn new technologies quickly 

●  Flexibility and able to pivot quickly 
 

Required Education and Experience 

●  High School Diploma; college degree preferred 

●  At least 2 years of experience in the field or in a related area 

●  Past experience in a fast-paced work environment 

●  Past experience with Google suite or similar software 

●  Past experience with Salesforce or similar CRM software 
 

Preferred Education and Experience 

●  Bachelors’ Degree in business or related field 

●  At least 6+ years of experience in the field or in a related area 

●  Familiarity with military demographics 

●  Proficiency in Slides and Docs 

Expected Hours of Work: 30+ hours a week; 9AM-5PM EST Monday-Friday

Supervisory Responsibilities: None 

Physical Demands: This job requires computer use. 

Other duties: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice. 

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Notes

Other Duties

This is not necessarily a complete list of responsibilities, skills, duties, or requirements associated with the job. While this list is intended to be an accurate reflection of the current job, the Company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change, (i.e., emergencies, changes in personnel, workload, rush jobs, or technological developments.)

EEO and Harassment Statement

Instant Teams provides equal employment opportunities (EEO) to all applicants, contractors, and employees without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. This policy applies to all terms and conditions of work, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Instant Teams expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Instant Teams’ contractors and employees to perform their job duties may result in discipline up to and including discharge.

About Us

As a customer experience (CX) marketplace, Instant Teams partners with nation's top brands and companies through a suite of talent solutions that range from building out remote support teams to identifying a direct hire - all by sourcing from their remarkable and diverse talent community. As a mission-centric company, they have a proven track record of generating thousands of remote job opportunities and have significantly improved the financial well-being of military families, generating over $40 million in economic impact.