Job Summary

As the Virtual Executive Assistant to our Senior leadership team at CELTS, you’ll play a key role in driving meaningful impact within the organization. Acting as a trusted partner, you’ll ensure they can focus on high-level goals by providing comprehensive executive and administrative support and handling critical tasks. Your proactive approach will help streamline operations and foster seamless communication across departments.

Essential Duties & Responsibilities

Provide comprehensive executive and administrative support to assigned senior leadership, including managing schedules, correspondence, and confidential information.
Prioritize and manage competing tasks to ensure effective time management and timely completion of deliverables.
Coordinate, schedule, and prepare for internal and external meetings, presentations, and corporate committees, including creating agendas, preparing documentation, and distributing information.
Support project management by tracking deliverables, following up on tasks, and ensuring deadlines are met.
Liaise with vendors, manage records, and maintain accurate contact and employee information.
Support departmental budget reporting and assist with financial management activities, including invoicing, expense tracking, and bookkeeping.
Maintain electronic filing systems, ensuring documentation and databases are up to date and organized.
Order supplies, manage inventories, and oversee administrative resources for the department or organization.
Serve as a communication hub, coordinating communications between teams, departments, and external partners, and handling inquiries from clients and colleagues professionally.
Proactively anticipate administrative needs, recommend efficiency improvements, and maintain a continuous-improvement mindset.
Stay updated on industry trends and best practices, and develop technical adaptability across various departments and systems.

Basic Qualifications and Skills

To excel in this role, the Virtual Executive Assistant must be exceptionally organized, proactive, and resourceful, demonstrating the ability to manage multiple priorities efficiently in a dynamic, virtual environment. The following are key knowledge, skills, and abilities essential for success in this position:

Exceptional communication skills to convey information clearly and professionally to diverse audiences, both internally and externally.
Strong service orientation, actively seeking opportunities to support colleagues, leadership, and clients with a positive attitude.
Demonstrated active listening skills, including giving full attention, understanding various perspectives, and asking thoughtful questions to ensure clarity and collaboration.
Strong social perceptiveness, with the ability to recognize and appropriately respond to others’ reactions, fostering positive professional relationships.
High level of computer literacy, with proficiency in creating documents, presentations, and managing data entry and digital communications.
Outstanding time management and organizational skills, with the ability to prioritize and supervise tasks to ensure the efficient use of time for self and others.
Consistently maintain professionalism and embody the CELTS Spirit in all interactions and work responsibilities.

Desired Qualifications and Skills

Demonstrated proficiency with Google Workspace and virtual collaboration tools (e.g., Zoom, Teams, Google Meet).
Strong written and verbal communication skills.
Exceptional organizational and time management abilities.
Experience with project management, tracking deliverables, and follow-up.
Strong attention to detail and accuracy in data entry and records management.
Proven ability to handle confidential information with discretion.
Ability to anticipate needs, take initiative, and solve problems independently.
Experience supporting multiple senior leaders or executives simultaneously.
Familiarity with budgeting, invoicing, and basic bookkeeping tasks.
Proactive, adaptable, and able to thrive in a fast-paced, dynamic environment.
Positive attitude, professional demeanor, and commitment to continuous improvement.
Experience coordinating events, travel, and meetings.
Excellent interpersonal skills and ability to build relationships with internal and external stakeholders.
Knowledge of internal communications, social media coordination, and best administrative practices.
Commitment to upholding organizational values and promoting a collaborative team environment.

Education & Experience

Bachelor’s degree in Business Administration, Communications, or related field (preferred).
Minimum of 3 years of executive assistant or administrative support experience, preferably in a virtual or remote environment.

Physical Environment

This position is fully remote and requires the Virtual Executive Assistant to work from a home office or another suitable location with reliable internet access. The role primarily involves extended periods of computer and telephone use, including video conferencing and virtual collaboration. The candidate must have a dedicated, quiet, and ergonomically appropriate workspace to ensure confidentiality, productivity, and effective communication. Occasional flexible hours may be required to accommodate meetings across different time zones or urgent tasks from senior leadership.

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CELTS Aquatics Group

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