Executive Assistant - SaaS ✨

Position: Executive Assistant Number of hours: 5 hours/week (will potentially increase hours) Schedule: UK Time 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: • Proven work experience as a Virtual Executive Assistant supporting C-level executives or in a similar administrative role • Prior experience working with UK and US-based clients is highly preferred • Expertise in calendar management, including scheduling across time zones (Google Calendar, Calendly) • Strong email management skills, including inbox organization, drafting responses, and follow-ups • Client coordination experience, ensuring timely communication, meeting preparation, and task follow-through • File and document management, including cloud-based organization and secure file sharing • Familiarity with UK and US tax filing processes is a strong advantage • Proficiency with current technologies and tools, such as GSuite, Zoom, Slack, Asana, Notion, and other cloud-based platforms • Advanced skills in office software and communication tools • Excellent verbal and written communication skills in English • Discretion and the ability to handle confidential and sensitive information • Excellent phone, email, and instant messaging etiquette • Highly organized and detail-oriented, with the ability to efficiently prioritize multiple tasks • Adaptable and proactive, with strong problem-solving skills • Professional demeanor and strong interpersonal skills • Ability to work independently and collaborate effectively in a team-oriented environment • Self-motivated and disciplined, capable of meeting daily and monthly targets with minimal supervision Position: Executive Assistant Number of hours: 5 hours/week (will potentially increase hours) Schedule: UK Time 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 : Proven work experience as a Virtual Executive Assistant supporting C-level executives or in a similar administrative role Prior experience working with UK and US-based clients is highly preferred Expertise in calendar management , including scheduling across time zones (Google Calendar, Calendly) Strong email management skills , including inbox organization, drafting responses, and follow-ups Client coordination experience , ensuring timely communication, meeting preparation, and task follow-through File and document management , including cloud-based organization and secure file sharing Familiarity with UK and US tax filing processes is a strong advantage Proficiency with current technologies and tools, such as GSuite, Zoom, Slack, Asana, Notion , and other cloud-based platforms Advanced skills in office software and communication tools Excellent verbal and written communication skills in English Discretion and the ability to handle confidential and sensitive information Excellent phone, email, and instant messaging etiquette Highly organized and detail-oriented , with the ability to efficiently prioritize multiple tasks Adaptable and proactive , with strong problem-solving skills Professional demeanor and strong interpersonal skills Ability to work independently and collaborate effectively in a team-oriented environment Self-motivated and disciplined , capable of meeting daily and monthly targets with minimal supervision Originally posted on Himalayas Employment type: Full Time Seniority: Mid-level Categories: Executive-Assistant, Virtual-Executive-Assistant, Administrative-Assistant, Personal-Assistant, Executive-Assistant-Support Job functions: Human Resources Timezone restrictions: 8