Operations/Executive Assistant

SupportFinity™; Machias (ME); Remote; USD 10,000 - 60,000; Part time

Job summary

A virtual support company is looking for a part-time Operations/Executive Assistant. This role involves providing operational and administrative support, managing executives' schedules, and improving operational workflows. Candidates should have 3-5 years of experience, strong organizational skills, and proficiency in CRM tools. This role is remote, with a focus on the East Coast time zone.

Qualifications

• 3-5 years of previous experience in a similar role.
• Proficient in maintaining confidentiality and discretion.
• Ability to work independently and maintain high detail orientation.

Responsibilities

• Assist in identifying inefficiencies within operational workflows.
• Manage the calendar and scheduling for senior executives.
• Draft, proofread, and respond to correspondence.

Skills

Excellent written and verbal communication skills

Proven ability to manage daily operational tasks

Strong organizational skills

Experience using Google products

Experience with a CRM

Education

Bachelor’s degree

Tools

ZohoCRM

Monday.com

Job description

Overview

Location: Remote, East Coast preferred, must be available during the day. FLSA Classification: Non-exempt (part-time). Weekly hours: 10-2pm M-F (20 hours per week). Hourly Wage: $35/hr. The Operations/Executive Assistant will provide operational and administrative support to the President and COO as the company continues to provide bookkeeping and human resources services to multiple small nonprofits and for-profits, primarily in the Washington D.C. metro area. The position is virtual and reports to the President and COO.

Responsibilities

• Operations Support
• Assist in identifying inefficiencies within operational workflows and propose solutions to streamline processes and increase productivity.
• Help coordinate daily operations, ensuring that the team is aligned with company goals and objectives.
• Assist with projects and research as needed, including maintaining, setting up automations, and updating the CRM.
• Coordinate with the COO to monitor project deadlines.

• Executive Assistance
• Manage the calendar and scheduling for senior executives.
• Act as the first point of contact for internal and external communications. Draft, proofread, and respond to emails, letters, and other correspondence on behalf of executives.
• Review meeting notes and ensure follow up action items are completed.
• Assist executives in managing their time and priorities by identifying key tasks and ensuring deadlines are met.
• Assist in managing and organizing digital files.
• Other tasks and projects as assigned.

• Preferred Education And Experience
• At least 3-5 years of previous experience
• Bachelor’s degree preferred
• Excellent written and verbal communication skills
• Proven ability to manage daily operational tasks, optimize processes, and support operational projects
• Strong organizational skills with the ability to manage multiple tasks simultaneously
• Ability to maintain a high degree of confidentiality and discretion
• Highly organized and detail oriented required
• Experience using Google products preferred
• Experience with a CRM required (e.g. ZohoCRM, Monday.com) or have a PMP certification
• Ability to be a strategic planner by thinking ahead of the executives’ needs and coming with fresh ideas on how to be more effective and efficient
• Ability to handle confidential information and act with discretion and professionalism.
• Ability to work independently and as part of a team
• Willingness to learn and pitch in at all levels

• Physical Requirements
• Prolonged periods sitting at a desk and working on a computer

To apply please send a cover letter and resume (in one document).