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