Executive Assistant

DOXA Talent; Jasper (IN); Remote; USD 50,000 - 70,000; Full time

Job summary

A leading company is seeking a dedicated Executive Assistant to provide comprehensive support to an executive. The role requires exceptional organizational and communication skills, along with a proactive approach to managing tasks and anticipating needs. The ideal candidate will have a Bachelor's degree and at least two years of relevant experience. This position is full-time and remote, offering a dynamic environment for professional growth.

Qualifications

• At least 2 years of experience as an Executive Assistant.
• Strong organization and communication skills.

Responsibilities

• Manage executive's email and calendar, prioritize tasks.
• Coordinate executive-level meetings and prepare materials.

Skills

Organizational Skills

Communication

Analytical Skills

Education

Bachelor’s degree in Business, Finance, Management, Marketing

Tools

Microsoft 365

G-Suite

Canva

Zoom

Dropbox

Calendly

Slack

Trello

Monday.com

Asana

Job description

A DOXA Executive Assistant plays a pivotal role in an organization, providing direct support to an executive. This position requires exceptional organizational skills, the ability to handle confidential information with discretion, and a strong proficiency in both verbal and written communication. This role includes two weeks of paid training time to start. DOXA EAs work exclusively with one client, based in the United States.

At DOXA, our goal is to help you learn and grow with your client. We support you in your learning journey and surround you with an Executive Assistant community. You must be open to learning new things and embracing opportunities.

WORK SCHEDULE: 9:00 – 6:00 PM PST, MST, CST, or EST as determined by DOXA and client need

POSITION TYPE: Full Time

WORK ARRANGEMENT: Remote

ESSENTIAL FUNCTIONS:

1. Executive Support: Own executive email and calendar management, including prioritizing, delegating, and preparing correspondence on behalf of the executive. This may also include supporting the executive’s brand via social media, podcasts, etc.
2. Managing Up: The DOXA EA is a driven, proactive individual motivated by their impact. You excel at optimizing your executive’s time and workload effectively, with an ability to speak up and stay ahead of potential problems by providing the right information at the right time.
3. Effective Communication: Act as first point-of-contact and gatekeeper for the executive. You will drive internal and external communications, presentations, reports, and more.
4. Anticipating Needs: You have an ability to understand an executive’s preferences, work style, and priorities. This could involve preparing materials for meetings, anticipating travel needs, or preemptively addressing scheduling conflicts. You are always one step ahead.
5. Meeting Management: Coordinate and facilitate executive-level meetings, including agendas, taking notes, and following up on action items with stakeholders.
6. Project Management: Including planning, ensuring they align with executive priorities, holding team members accountable, and following through with stakeholders.
7. Personal Assistance: Support the executive in personal areas such as appointments, events, home needs, etc.
8. Continuous Improvements: Seek ways to improve executive efficiency and effectiveness by streamlining processes and implementing new solutions.

QUALIFICATIONS:

1. Bachelor’s degree in Business, Finance, Management, Marketing, or similar preferred.
2. At least 2 years of experience as an Executive Assistant fulfilling similar duties and directly supporting an executive.
3. Strong computer aptitude, including experience with Microsoft 365, G-Suite, Canva, Zoom, Dropbox, Calendly, Slack, project management tools (Trello, Monday.com, Basecamp, Asana), Adobe Acrobat, LastPass, LinkedIn, CRMs, ChatGPT, MidJourney/DALL-E, Jasper, AI Meeting tools, Expense Management tools.
4. Strong organization, oral and written communication skills.
5. Analytical skills with attention to detail.
6. Aptitude in data management, analytics, and reporting preparation.
7. Ability to work independently in an autonomous environment.