Executive Assistant (ST - 07062024 - PTEA)

Position: Executive Assistant

Number of hours: 10 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

- 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

- Knowledgeable or at least familiar with apple products

- 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 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

- 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

Originally posted on Himalayas