Remote Executive Assistant / Full-time

Workoo Technologies; San Francisco (CA); Remote; USD 60,000 - 80,000; Full time

Job summary

A technology-focused company is seeking a Remote Executive Assistant to provide comprehensive support for their Program Management Office. This full-time role requires exceptional communication, organizational skills, and at least 7 years of experience in executive support. Responsibilities include managing schedules, coordinating meetings, and facilitating internal communications. Candidates must have proficiency in Microsoft Office and a proven ability to work under pressure with meticulous attention to detail. The position requires full COVID-19 vaccination.

Qualifications

• 7+ years of experience as an executive assistant and/or business service liaison.
• Demonstrated ability to manage multiple tasks with accuracy and attention to detail.
• Full COVID-19 vaccination is mandatory.

Responsibilities

• Manage multiple schedules and email communications.
• Conduct travel arrangements and prepare expense reports.
• Coordinate team meetings and manage catering requests.

Skills

Communication skills

Organizational skills

Attention to detail

Proficient in Microsoft Office

Interpersonal skills

Education

High school education or equivalent

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Teams

Outlook

Job description

About the job Remote Executive Assistant / Full-time

We are looking for a Executive Assistant professional with exceptional written and verbal communication, planning, and organizational skills to provide executive-level support on a dynamic team of program management leaders. In this role you will serve as a central liaison for all internal and external matters, exercise good judgement in a variety of situations, handle confidential matters with discretion, work well under pressure, and maintain balance among multiple priorities. Put your abilities into action. Get things done in a fast-paced environment, prioritize excellence, and maintain meticulous attention to detail by taking charge as an owner.

Primary Responsibilities:
The Executive Assistant provides comprehensive support to the Program Management Office leader and team where the employees of Optum Labs are our first customer. This role includes a blend of administrative support and business service liaison responsibilities on various programs across internal and external customers. This includes the management of a variety of daily tasks and communications while serving as a point of contact between upper management and employees.

• Manage multiple schedules and send professional email communications
• Prioritize emails and phone calls
• Conduct catering requests, conference room reservations, offsite meeting reservations, conference registration, and coordinate team meetings
• Gather documents to prepare for meetings including printing, copying, faxing
• Conduct travel arrangements and complete expense reports
• Greet visitors, coordinate building and equipment maintenance
• Provide technical troubleshooting and IT outreach support
• Complete invoice document management and payment
• Set up in-person or at-home workstations, email, teams
• Request and/or approve software, hardware, furniture, badge access
• Complete software approvals and termination requests

You’ll be rewarded and recognized for your performance in an environment that will challenge you and give you clear direction on what it takes to succeed in your role as well as provide development for other roles you may be interested in.

Required Qualifications:

• High school education or equivalent experience
• 7+ years of experience as an executive assistant and/or business service liaison, preferably across multiple business functions.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint), Teams, and Outlook
• Experience managing and prioritizing multiple tasks simultaneously with accuracy, excellent attention to detail and proactive follow through
• Demonstrated solid interpersonal skills, including a high degree of professionalism, sense of urgency, diplomacy, and commitment to confidentiality
• Full COVID-19 vaccination is an essential job function of this role. Candidates located in states that mandate COVID-19 booster doses must also comply with those state requirements. Allied Global Marketing will adhere to all federal, state and local regulations as well as all client requirements and will obtain necessary proof of vaccination, and boosters when applicable, prior to employment to ensure compliance. Candidates must be able to perform all essential job functions with or without reasonable accommodation.

Preferred Qualifications:

• Experience overseeing budgets and expenses
• Experience developing internal processes and filing systems
• Flexibility and efficiency with frequently changing day-to-day expectations
• Meticulous attention to detail and ability to organize and coordinate multiple projects at once
• Adaptable with an ability to learn concepts and processes quickly
• Maintaining efficient operations and keep calm in the face of pressure
• Solid written and verbal communication and time-management skills

Allied Global Marketing is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, veteran status, or any other status protected under federal, state or local law. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.