Executive Assistant (CO - 06052024 - PTEA) ✨

Position: Executive Assistant Number of hours: 15 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 3 years of proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role is required • Background in Market Research and Recruitment is preferred • Ability to understand the process of market research and consultancy is required • Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc. Position: Executive Assistant Number of hours: 15 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 3 years of proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role is required Background in Market Research and Recruitment is preferred Ability to understand the process of market research and consultancy is required Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.) Strong proficiency in office software and communication tools 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 communication skills 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 Employment type: Full Time Seniority: Mid-level Categories: Executive-Assistant, Virtual-Executive-Assistant, Administrative-Assistant, Executive-Secretary, Personal-Assistant, Senior-Executive-Assistant, Executive-Admin-Assistant, Executive-Operations-Assistant, EA-(Executive-Assistant) Job functions: Human Resources Timezone restrictions: 8