Executive Assistant / Operations Assistant / Virtual Assistant

Scale Jet; Remote; IDR 100.000.000 - 200.000.000; Full time

Job summary

An eCommerce company is looking for a proactive Executive Assistant to support its CEO with personal and business tasks. The role requires strong organizational skills and the ability to manage emails, calendars, and travel arrangements. Ideal candidates should have proven experience as an Executive Assistant, be highly organized, and capable of working independently. This position offers flexibility and involves ensuring seamless administrative support.

Qualifications

• Proven experience as an Executive Assistant.
• Capable of anticipating needs and resolving issues proactively.
• Detail-oriented and able to work independently.

Responsibilities

• Manage the CEO's calendar and correspondence.
• Book travel arrangements and organize events.
• Coordinate administrative tasks across the team.

Skills

Proactivity

Organizational skills

Communication

Attention to detail

Job description

Executive Assistant / Operations Assistant / Virtual Assistant

Job Openings Executive Assistant/ Operations Assistant/ Virtual Assistant

About the job

We're looking for a proactive and flexible Executive Assistant to support the CEO of an eCommerce company voilechic.com with both personal and business tasks. This role is a 50/50 blend of responsibilities, requiring someone who can anticipate needs, stay organized, and take initiative to keep everything running effortlessly behind the scenes, allowing the CEO to focus on bigger priorities without distractions.

Responsibilities

• Routine and task management
  • Anticipate the CEO's needs by identifying and resolving issues before they arise.
  • Handle personal appointments, errands, and time-sensitive administrative matters, minimizing distractions for the CEO.
• Email, calendar, and communication management
  • Manage and prioritize the CEO's emails, handling routine correspondence independently when possible.
  • Oversee calendar scheduling, coordinating and preparing for meetings, and ensuring timely follow-ups.
  • Provide proactive daily check-ins and regular updates via WhatsApp or phone to keep the CEO informed and address potential issues.
• Travel and event arrangements
  • Book and manage all travel arrangements, including flights, accommodations, and itineraries (for travel occurring every couple of months).
  • Organize and prepare for personal and business-related events, ensuring seamless execution.
• Administrative support and team coordination
  • Act as the primary point of contact for all administrative staff, ensuring a well-organized and efficient work environment.
  • Delegate tasks to the appropriate team members, monitor progress, and resolve minor issues to keep day-to-day operations running smoothly.
  • Manage ad-hoc business and personal administrative tasks, such as filing, document preparation, and procurement.
• Project assistance and special initiatives
  • Support on small business-related projects, including organizing materials, scheduling travel or meetings, and managing timelines.
  • Conduct basic research and provide brief summaries on topics or vendors as requested to assist with decision-making.

Requirements

• Proven experience as an Executive Assistant
• Proactive in anticipating the CEO's needs and resolving issues before they arise
• Highly organized, detail-oriented, and able to work independently with minimal oversight
• Available from 9 AM to 6 PM EST, with flexibility after hours if needed
• Strong understanding of both Islamic practices and Western culture is essential
• Reliable internet connection and ability to work remotely

The main goal is to make the CEO's life easier by taking care of both personal and business admin tasks, keeping everything organized and running smoothly without needing a lot of hand-holding. If you're proactive, resourceful, and love working independently, we'd love to hear from you - apply now!