Executive Assistant (FTEA - 06282024 - BF) ✨

Position: Executive Assistant Number of hours: 40 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 • Schedule lead appointments as well as follow up and/or confirm appointments using different communication channels (email, chat, calls. Position: Executive Assistant Number of hours: 40 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 Schedule lead appointments as well as follow up and/or confirm appointments using different communication channels (email, chat, calls.) Assist in payroll processing Contact new leads, referrals, etc. using different channels of communication (email, chat, calls.) Knows how to do lead prospecting and follow the company’s buyer persona Basic social media management including, but not limited to, social media posting, digital marketing management 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 : 2-3 years of work experience as a Virtual Executive Assistant for C-level executives or a relevant role Proven experience in lead generation especially using LinkedIn Experience with social media management and content creation is a must Knowledge with ConstructConnect and Blue Book by Dodge Construction Network Ability to resolve complex administrative problems independently and perform tasks that are diverse and advanced. High level of ethics, trustworthy and ability to maintain confidentiality at all times with all situations and documentation. Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.) Experience with word-processing software and spreadsheets (e.g. MS Office) Knowledge of online calendars and scheduling (e.g. Google Calendar) Excellent phone, email and instant messaging communication skills Ability to call, connect, and interact with potential customers Knows how to craft responses and do meaningful conversations with a pleasing personality Familiarity with lead generation tools, CRM system and marketing automation platforms Very particular on the process of sourcing out leads and what tools to use Knows how to source out leads for the company’s industry Strong verbal and written communication skills in English Exceptional organizational skills and impeccable attention to detail Ability to complete a high volume of tasks and projects with little or no guidance Highly organized and detail-oriented; able to efficiently prioritize multiple tasks Originally posted on Himalayas Employment type: Full Time Seniority: Mid-level Categories: Executive-Assistant, Virtual-Executive-Assistant, Administrative-Assistant, Executive-Secretary, Personal-Assistant, Executive-Admin-Assistant, EA-(Executive-Assistant), Executive-Operations-Assistant, CEO-Executive-Assistant Job functions: Human Resources Timezone restrictions: 8