Offer summary

Qualifications:

Proven experience as a Virtual Executive Assistant or similar role supporting C-level executives., Familiarity with Apple products and graphic design tools like Canva., Knowledge of online collaboration and communication tools such as GSuite, Zoom, Slack, and project management software., Excellent communication skills in English, with high organization and discretion..

Key responsibilities:

Manage and coordinate executives' calendars, meetings, and travel arrangements.

Serve as the main contact for internal and external stakeholders, handling communications.

Prepare reports, presentations, and organize meeting materials.

Support projects through research, data gathering, and administrative assistance.

Job description

Position: Executive Assistant

Number of hours: 10 hours/week
Schedule: EST

Tasks required:

Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements
Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls
Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed
Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval
Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants
Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups
Handle sensitive and confidential information with the utmost discretion and professionalism
Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach
Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals
Other ad hoc tasks that would be assigned

Requirements:

Must have proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role is required
Knowledgeable or at least familiar with apple products
Hands-on experience in graphic design tools such as Canva
Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)
Knowledge of online calendars and scheduling (Calendly, Google Calendar)
Excellent verbal and written English communication skills
Discretion and the ability to handle confidential information
Excellent phone, email and instant messaging etiquette
Highly organized and detail-oriented; able to efficiently prioritize multiple tasks
Adaptability and a proactive mindset
Professional demeanor and strong interpersonal skills
Ability to work independently and in a team-oriented environment
Self-disciplined and organized; able to consistently hit daily and monthly targets with limited supervision