Executive Assistant - SaaS

Position: Executive Assistant
Number of hours: 5 hours/week (will potentially increase hours)
Schedule: UK Time

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:

• Proven work experience as a Virtual Executive Assistant supporting C-level executives or in a similar administrative role

• Prior experience working with UK and US-based clients is highly preferred

• Expertise in calendar management, including scheduling across time zones (Google Calendar, Calendly)

• Strong email management skills, including inbox organization, drafting responses, and follow-ups

• Client coordination experience, ensuring timely communication, meeting preparation, and task follow-through

• File and document management, including cloud-based organization and secure file sharing

• Familiarity with UK and US tax filing processes is a strong advantage

• Proficiency with current technologies and tools, such as GSuite, Zoom, Slack, Asana, Notion, and other cloud-based platforms

• Advanced skills in office software and communication tools
  

• Excellent verbal and written communication skills in English

• Discretion and the ability to handle confidential and sensitive information

• Excellent phone, email, and instant messaging etiquette

• Highly organized and detail-oriented, with the ability to efficiently prioritize multiple tasks

• Adaptable and proactive, with strong problem-solving skills

• Professional demeanor and strong interpersonal skills

• Ability to work independently and collaborate effectively in a team-oriented environment

• Self-motivated and disciplined, capable of meeting daily and monthly targets with minimal supervision