Job Description

Position: Executive Assistant

Number of hours: 40 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

• Schedule lead appointments as well as follow up and/or confirm appointments using different communication channels (email, chat, calls.)

• Assist in payroll processing

• Contact new leads, referrals, etc. using different channels of communication (email, chat, calls.)

• Knows how to do lead prospecting and follow the company’s buyer persona

• Basic social media management including, but not limited to, social media posting, digital marketing management

• 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

• 2-3 years of work experience as a Virtual Executive Assistant for C-level executives or a relevant role

• Proven experience in lead generation especially using LinkedIn

• Experience with social media management and content creation is a must

• Knowledge with ConstructConnect and Blue Book by Dodge Construction Network

• Ability to resolve complex administrative problems independently and perform tasks that are diverse and advanced.

• High level of ethics, trustworthy and ability to maintain confidentiality at all times with all situations and documentation.

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

• Experience with word-processing software and spreadsheets (e.g. MS Office)

• Knowledge of online calendars and scheduling (e.g. Google Calendar)

• Excellent phone, email and instant messaging communication skills

• Ability to call, connect, and interact with potential customers

• Knows how to craft responses and do meaningful conversations with a pleasing personality

• Familiarity with lead generation tools, CRM system and marketing automation platforms

• Very particular on the process of sourcing out leads and what tools to use

• Knows how to source out leads for the company’s industry

• Strong verbal and written communication skills in English

• Exceptional organizational skills and impeccable attention to detail

• Ability to complete a high volume of tasks and projects with little or no guidance

• Highly organized and detail-oriented; able to efficiently prioritize multiple tasks