Offer summary

Qualifications:

Minimum of 3 years experience as a Virtual Executive Assistant or similar role., Experience in project management and coordinating complex schedules., Proficiency in G Suite, MS Office, and online meeting platforms like Zoom or WebEx., Excellent communication skills and ability to handle confidential information..

Key responsibilities:

Manage and coordinate executive calendars and travel arrangements.

Prepare reports, presentations, and meeting materials.

Assist with project coordination, research, and follow-ups.

Handle sensitive information with professionalism and discretion.

Job description

Position: Executive Assistant w/ project management experience
Schedule: EST

Tasks required:

Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements
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:

Minimum of 3 years working experience as a Virtual Executive Assistant for C-level executives or a relevant role
Experience in project management
Strong working knowledge of G Suite and/or MS Office (specifically word-processing and spreadsheet software)
Experience with online meeting software (like Zoom, Gmeet or WebEx), online chat/instant messaging, and group sharing platforms like Slack
Strong proficiency in office software and communication tools
Proficient with 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 communication skills
Highly organized and detail-oriented; able to efficiently prioritize multiple tasks
Adaptability and a proactive mindset
Exceptional organizational skills and the ability to complete tasks with little supervision