Execuitve Assistant

Staff4Me; United States; Remote; USD 40,000 - 80,000; Part time

Job summary

An innovative firm is seeking a dedicated Executive Assistant to support its dynamic team. This role offers the flexibility of a part-time commitment with the potential to evolve into a full-time position. You will coordinate projects, manage communications, and assist with various operational tasks, all while ensuring confidentiality and efficiency. Your exceptional organizational skills will be key in handling multiple responsibilities, from financial documentation to client relationship management. If you have a passion for learning and thrive in a fast-paced environment, this opportunity could be the perfect fit for you.

Qualifications

• 3+ years of experience in executive assistance or related field.
• Exceptional organizational skills and ability to manage multiple tasks.
• Proficiency in creating SOPs and clear reports.

Responsibilities

• Assist in managing project timelines and deliverables.
• Handle sensitive information and business contracts.
• Plan and execute corporate events and travel arrangements.

Skills

Executive Assistance

Organizational Skills

Research Skills

Communication Skills

Problem-Solving

Time Management

SOP Creation

Education

Bachelor's Degree

Tools

Apple products - Mac/iPhone

Slack

Google Sheets

Google Docs

Google Slides

Gmail

Google Drive

WhatsApp

ChatGPT

Adobe Acrobat

Freshbooks

Project Management Tools (Airtable, Asana, Trello, Monday.com, Notion)

Job description

As our Executive Assistant, your responsibilities will include activities from the list below. In the beginning, we foresee this as a 10 hour/week commitment, with the intention of eventually growing into a full-time engagement. We are focused on deliverables vs. working within a set daily schedule. In other words, as long as the work gets done well and on time, it can be done on your preferred schedule. Some exceptions may apply.

Project Coordination:

• Assisting with managing project timelines and deliverables.
• Facilitating communication between team members to ensure project milestones are met.
• Helping prepare for and follow up on project meetings and brainstorming sessions.

Business Operations Support:

• Assisting in developing and implementing business processes and systems to improve efficiency.
• Handling sensitive information and business contracts, ensuring confidentiality and proper storage.
• Manage calendars and scheduling, ensuring efficient time management.
• Serve as the first point of contact for emails, including drafting responses and managing correspondence.
• Take meeting notes, organize them, and send them to clients as follow-ups.
• Assist in creating presentations and proposals.

Financial Documentation:

• Assisting with bookkeeping tasks, such as categorizing expenses using our accounting software (Freshbooks).
• Preparing and sending invoices, managing Accounts Payable and Accounts Receivable, tracking and documenting payments, and preparing simple financial documents for the accountant.

Client Relationship Management:

• Preparing client meeting materials and presentations.
• Maintaining a client database and assisting with client communication.
• Handling client inquiries and complaints when appropriate.
• Serve as the first point of contact for emails, including drafting templated and custom responses and managing correspondence.
• Prepare for meetings by researching participant bios and providing context; handle follow-ups.

Marketing and Social Media Assistance:

• Helping maintain and update the company’s social media profiles and website.
• Coordinating content creation and publication schedules.

Research:

• Conducting market research to support business expansion or product development.
• Researching industry trends and reporting on findings to support strategic planning.
• Identifying potential business opportunities and partners.

Document Management:

• Organize and file documents on Google Drive and manage our database and cloud-based file systems.

Event & Travel Coordination:

• Planning and executing corporate events, trade shows, and public relations events.
• Coordinating logistics for workshops and seminars.
• Plan and coordinate travel arrangements.

Human Resources Tasks:

• Assisting in recruitment by scheduling interviews, communicating with candidates, and sometimes even initial screening.
• Onboarding new employees and managing offboarding processes.
• Maintaining employee records and ensuring that employee benefits are managed correctly.

Personal Support (20% of time):

• Be open to handling certain personal and household administrative tasks as needed, including:

• Appointment Scheduling: Coordinating healthcare appointments for the family (doctor, dentist, pediatrician, etc.) and scheduling home maintenance and repair services (HVAC, plumbing, landscaping).

• Family Planning and Coordination: Planning and coordinating family vacations, including researching destinations, booking accommodations, and creating travel itineraries.

• Educational Support: Coordinating and paying tutors or educational therapists, researching and enrolling children in camps or special programs.

• Household Management: Researching age-appropriate activities or toys, and buying them online (upon approval).

• Gift Management: Researching, purchasing, wrapping, and sending gifts for clients and/or family and friends’ birthdays, anniversaries, and special occasions. Organizing and sending holiday cards.

Tools You'll Use:

• (Preferred) Apple products - Mac/iPhone
• Slack
• Google sheets and Excel
• Google Docs and Word
• Google Slides and PowerPoint
• Gmail and Google Calendar
• Google Drive
• WhatsApp
• ChatGPT
• Adobe Acrobat
• Project management tools (Airtable, Asana, Trello, Monday.com, or Notion)
• Freshbooks

Minimum qualifications:

• At least 3 years of experience in executive assistance or a related field.
• Proficiency in creating SOPs, templates, and clear reports.
• Exceptional research skills and fluency in English.
• Superior organizational skills with the ability to manage multiple tasks.
• A passion for learning, with a knack for creative problem-solving.
• Bachelor’s Degree with an exceptional academic record.
• Interest in tech, branding, marketing, digital media, and biz dev is a plus.