Key Facts

Remote From:

Fixed term

English

Hard Skills

Calendar Management Project Management Marketing Automation Learning Management Systems Content Management Contact Management Systems Data Consistency Process Management Client Services

Other Skills

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Google Sheets
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Communication
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Critical Thinking
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Customer Service
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Detail Oriented
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Learning Agility
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Executive Presence

Roles & Responsibilities

Proven experience as an Executive Assistant working directly for a business owner in a fast-paced environment.
Advanced knowledge of ActiveCampaign, Asana, and Google Drive.
Strong Excel/Sheets skills with data exposure.
Proficiency with AI tools to increase efficiency and maintain executive presence in client-facing interactions.

Requirements:

Manage the owner's email and LinkedIn communications with high-level customer service and a professional voice.
Oversee a complex calendar, coordinate all Zoom calls, and capture comprehensive notes that drive action items.
Lead the onboarding process for new clients and prepare high-impact presentations for meetings.
Maintain the CRM (ActiveCampaign), reconcile contacts, perform high-level sales administrative activities, manage digital content and LMS postings, and organize files in Google Drive and workflows in Asana.

Job description

VirtueStaff is are seeking a high-level, confident Executive Assistant to serve as a strategic partner to our client. This is not an "order-taker" role; we need a proactive thinker who will learn the nuances of the business to serve clients and manage operations with autonomy. You will be the primary gatekeeper for communications, the architect of client onboarding, and the manager of our digital content and sales systems. The ideal candidate thrives in a fast-paced environment and leverages AI and modern tech to stay three steps ahead of the schedule.

Responsibilities

Proven experience with email and calendar management
Manage the owner’s email and LinkedIn, interacting with clients on her behalf with high-level customer service and professional "voice".
Oversee a complex calendar, manage all Zoom calls, and capture comprehensive notes that drive action items
Lead the onboarding process for new clients and pull together high-impact presentations for meetings
Maintain the CRM (ActiveCampaign) by reconciling contacts and performing high-level sales administrative activities
Manage digital content and ensure all postings into the Learning Management System (LMS) are accurate and timely
Manage file structures in Google Drive and project workflows in Asana, utilizing advanced worksheet knowledge to track data

Requirements

Proven experience as an Executive Assistant working directly for a business owner in a fast-paced, busy environment
Exceptional critical thinking skills; must be a proactive and anticipates needs before they are articulated
Advanced knowledge of ActiveCampaign, Asana, and Google Drive
Strong Excel/Sheets knowledge and data exposure
Highly proficient in using AI tools to increase efficiency and speed
High attention to detail, the ability to learn on the fly, and a confident "executive presence" in client-facing interactions

Benefits