Remote Executive Assistant to MD — Task & Diary Maestro

HireSava; United States; Remote; USD 60,000 - 90,000; Full time

Job summary

Abbey Sales and Lettings Ltd, trading as Shires Estate & Letting Agents, seeks an exceptionally organized Executive Assistant to support the Managing Director and Senior Leadership Team. The role is outsourced and remote, handling a high volume of tasks, projects and communications to keep everything moving smoothly.

You will write professional emails on behalf of the MD, manage diaries, coordinate meetings, and ensure follow-ups are completed on time while maintaining confidentiality across

Responsibilities

• Keep hundreds of active tasks, projects and follow-ups organised
• Maintain clear task lists and project trackers
• Make sure actions agreed in meetings are completed
• Set reminders and follow-ups for the Managing Director and Senior Leadership Team
• Chase outstanding actions where necessary
• Make sure important details, deadlines and commitments are not forgotten
• Help prioritise tasks and identify what needs attention
• Transcribe meeting notes and recordings into clear notes and actions
• Produce concise meeting summaries
• Record decisions, responsibilities and deadlines from meetings
• Prepare action lists following management meetings
• Manage and organise the Managing Director's diary
• Arrange meetings and appointments
• Prepare information ahead of meetings
• Monitor and help manage the Managing Director's inbox
• Draft and send emails on behalf of the Managing Director
• Reply to emails where appropriate
• Follow up emails where responses have not been received
• Draft professional letters, updates and internal communications
• Keep communication organised across different projects and departments
• Help coordinate projects involving several members of the business
• Keep track of deadlines and outstanding information
• Maintain organised records and documents
• Support the Senior Leadership Team with administrative and organisational tasks
• Carry out research where required
• Help prepare reports, documents and presentations
• Handle sensitive and confidential information appropriately
• Identify where things are becoming delayed or overlooked and raise them before they become a problem

Job description

Abbey Sales and Lettings Ltd, trading as Shires Estate & Letting Agents, seeks an exceptionally organized Executive Assistant to support the Managing Director and Senior Leadership Team. The role is outsourced and remote, handling a high volume of tasks, projects and communications to keep everything moving smoothly.

You will write professional emails on behalf of the MD, manage diaries, coordinate meetings, and ensure follow-ups are completed on time while maintaining confidentiality across