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Full Time Executive Assistant

  • Posted at : 1 month ago
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5 /Hr

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Job Brief
We have an opening for a Rockstar Executive Assistant to report directly to the CEO of a company. The ideal candidate should be a strategic thinker, a skilled communicator, process-oriented, resourceful, and have a positive attitude of ‘whatever it takes’ to get the job done. You should have a thirst for knowledge and an eagerness to establish yourself long-term within the company. You should be highly self-motivated and ready to prove that you can take on any new training or task tossed your way.
The ideal candidate will be a great self-learner with excellent operation management skills. The right candidate should be vigilant in documenting SOPs with an eye for intuitive filing and organization. You should be comfortable with technology and savvy enough to research additional information that is necessary to perform job duties. Strong written and verbal English will be necessary for writing process documents, optimizing listings, client and supplier relations, providing superior customer support, and operations and team management.
Responsibilities and Duties
General Office Management

  • Contact, schedule and coordinate meetings on behalf of the CEO/Senior Management
  • Calendar management, Coordinate daily calendars through the management of internal and external appointments and events.
  • Email Management, Opening, sorting, analyzing, flagging and distributing incoming emails, and other correspondence. Drafting email correspondence on behalf of the CEO.
  • Time Management, The CEO runs multiple businesses, your job is to assist him to accomplish this as efficiently as possible.
  • Assist on Projects, Researching various project-related topics and summarizing findings. Prepare documents and presentations for review. Disseminate tasks to other staff members and follow up on results.
  • Organize and maintain the document filing system. Keep google drives, documents and video links properly organized in an intuitive filing way
  • Basic bookkeeping and invoice/expense data entry.
  • Take appropriate measures to ensure the confidentiality of data and company information. Company Representation, Answering phones, and routing calls to the correct person or taking messages. Greeting visitors and deciding if they should be able to meet with executives. Keeping both executive and company information confidential.
  • Attend to all other ad hoc project needs of the owner and managers of the company.
  • Meeting Manager, Attending meetings and accurately recording minutes. Convert takeaways into ClickUp tasks.
  • Travel Management, Making travel arrangements for executives and coordinating corporate staff events
  • Managing Up, Schedule regular meetings with the CEO to review projects and tasks. Suggest efficiencies and areas for improvement. Keep calendars, projects and tasks running smoothly and on track.
Requirements and Experience
  • 4+ years of experience as an EA reporting directly to Senior Management or CEO preferred
  • Proven executive support experience
  • English fluency both in verbal and written communication
  • Proficiency in collaboration and delegation of duties
  • Exceptional interpersonal skills
  • Strong organizational, project management and problem-solving skills
  • Impeccable multi-tasking abilities
  • Familiarity with online calendars and cloud systems
  • Experience exercising discretion and confidentiality with sensitive company information
  • Strong attention to detail/ability to follow instructions/thoroughness
  • Have a positive “can-do” attitude
  • A team player who is trustworthy and respectful of others
  • High-speed internet
Schedule
  • Full-time; 40 hours per week; 160-hours per month.
  • Monday through Friday
  • The schedule will require working US daytime hours (Central/Pacific Time)
Salary
  • TBD– depending on client budget and candidate experience
  • High and competitive compensation package awaits the most qualified and experienced candidate
Benefits– (For discussion)
  • Work from home, or anywhere you please
  • 13th Month bonus (pro-rated)
  • Performance bonuses will be given for going “above and beyond”
  • 12 paid vacation and/or sick days annually
  • 6 paid national holidays (Client declared days)
  • Annual evaluations
  • Advancement and growth opportunities available