Job Openings Executive Assistant (JW - 03122024 - PTEA)

About the job Executive Assistant (JW - 03122024 - PTEA)

Position: Executive Assistant

Number of hours: 25 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

  • 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 for C-level executives or a relevant role

  • Background in the Recruitment industry is a huge advantage

  • 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