Job Description

Position: Executive Assistant
Number of hours: 40 hours/week
Schedule: 3PM - 11PM EST

Tasks required:

• Email Management and Follow-up: Efficiently manage incoming emails, respond promptly, and follow up as necessary to ensure seamless communication

• Email Outreach: Initiate and manage email campaigns to build and maintain partnerships

• Partnership Development: Cultivate and sustain relationships with partners to foster collaboration and growth

• Deliverable Follow-up: Ensure all projects and deliverables are tracked and completed on time

• Project Management: Oversee projects from inception to completion ensuring all milestones are met

• Meeting Coordination: Schedule and coordinate meetings, ensuring all participants are well-prepared

• Committee Support: Provide essential support to various committees, enhancing their productivity and efficiency

• 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

• Manage and engage with the organization’s audience across social media platforms to build their online presence

• Utilize Glue up CRM to manage contacts, events, and communication.

• Assist in drafting and managing professional correspondence

• 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

• Other ad hoc tasks that would be assigned

Requirements

• Proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role

• Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)

• Strong proficiency in office software and communication tools

• 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 communication skills

• 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