Executive Assistant (JO - 10142026 - PTEA)

Position: Executive Assistant

Number of hours: 20 hours per week
Schedule: CST Time zone

Key Responsibilities

• Provide administrative, marketing, and operational support to improve executive productivity and streamline daily workflows.

• Manage and organize content-related projects, including collecting, reviewing, categorizing, and maintaining marketing materials.

• Retrieve, organize, and maintain video transcripts, captions, recordings, and digital content assets for future use.

• Build and maintain a searchable database of parent, student, and alumni testimonials, including categorization and documentation of key stories and insights.

• Review existing content to identify compelling quotes, success stories, testimonials, and content repurposing opportunities.

• Conduct research and information gathering to support communication strategies, marketing initiatives, and business projects.

• Assist in developing and maintaining content libraries, project trackers, databases, and organized digital filing systems.

• Coordinate and monitor projects, recurring tasks, deadlines, and deliverables to ensure timely completion.

• Use AI tools and productivity technologies to automate repetitive tasks, organize information, improve workflows, and increase operational efficiency.

• Support content organization, communications projects, and marketing operations through accurate documentation and follow-through.

• Maintain professional written communication through emails, reports, summaries, and project updates.

• Identify pending tasks, anticipate business needs, and proactively provide solutions and recommendations with minimal supervision.

• Handle confidential information, internal communications, and organizational data with professional discretion and accuracy.

• Perform additional administrative and operational tasks as needed to support business growth and efficiency.

Qualifications

• Proven experience as an Executive Assistant, Virtual Assistant, Administrative Assistant, Marketing Assistant, Content Assistant, or similar support role.

• Strong English proficiency with excellent reading comprehension, written communication, editing, and professional correspondence skills.

• Experience supporting marketing operations, content management, communications, or project coordination is highly preferred.

• Strong ability to organize and manage digital content, databases, files, and documentation systems.

• Highly skilled in research, information gathering, content review, and data organization.

• Comfortable working with AI tools, automation platforms, and productivity technologies to improve efficiency.

• Excellent attention to detail, with the ability to identify important information, patterns, and opportunities from large amounts of content.

• Strong organizational and project management skills, including maintaining trackers, deadlines, and recurring workflows.

• Ability to work independently, take ownership of responsibilities, and complete tasks with minimal supervision.

• Strong problem-solving skills with the ability to anticipate needs and recommend improvements.

• Proficient in Microsoft 365, Google Workspace, project management tools, content management systems, and collaboration platforms.

• Ability to manage multiple priorities in a fast-paced, changing environment while maintaining accuracy and quality.

• Dependable, proactive, detail-oriented, and capable of creating efficient systems and processes.

• Willingness to begin with a part-time arrangement, with the potential to expand based on workload and performance.

• Experience working with AI-assisted workflows, marketing support, content repurposing, or communications projects is an advantage.