Job Description

Position: Executive Assistant
Number of hours: 40 hours/week
Schedule: TBA

Tasks required:

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

• Provide logistics support for events including RSVP lists, follow-up communications, partnership deliveries, agendas, and printing.

• Answer phone calls and/or emails in behalf of the CEO

• Plan and organize workflow to comply with established time constraints in order to meet deadlines

• 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

• Must have proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role is required

• Foundational understanding of the logistics industry

• Hands-on experience in graphic design tools such as Canva

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

• Knowledge of online calendars and scheduling (Calendly, Google Calendar)

• Excellent interpersonal, presentation, verbal and written English communication skills.

• Discretion and the ability to handle confidential information

• Excellent phone, email and instant messaging etiquette

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

• Adaptability and a proactive mindset

• 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