Location: Remote, within East Coast Time Zone
Position Summary:
The Executive Assistant will provide high-level administrative support. This role requires a proactive, resourceful individual with exceptional organizational skills, discretion, and the ability to manage multiple priorities effectively. The Executive Assistant will act as a key liaison between the Executive and internal/external stakeholders, ensuring smooth communication and operations within the executive office while also providing support in marketing and sales activities and other various assigned tasks.
This is a unique opportunity with significant growth potential across several existing multi-million-dollar corporations.
The correct candidate is a self-starter, highly motivated, and driven to progress opportunities and complete tasks without prompting. Strong interpersonal communication skills are required.
This is not a standard 9 am to 5 pm job; the hours can fluctuate on a given day.
Key Responsibilities:
1. Calendar Management: Manage the Executive’s complex and dynamic calendar, including scheduling meetings, appointments, and travel arrangements. Anticipate and resolve scheduling conflicts efficiently.
2. Communication Management: Screen and prioritize emails and other correspondence for the Executive. Draft and prepare responses, memos, and presentations on behalf of the Executive as needed.
3. Meeting Coordination: Coordinate and prepare materials for executive meetings, including agendas, presentations, and minutes. Ensure that all necessary resources are available and that meetings run smoothly and on schedule.
4. Travel Arrangements: Arrange domestic and international travel for the Executive, including flights, accommodations, transportation, and itinerary planning. Handle visa applications and travel expenses promptly and accurately.
5. Information Management: Maintain confidential files and records, both electronic and physical, ensuring security and accessibility. Organize and archive documents, presentations, and other materials for easy retrieval.
6. Bookkeeping: light bookkeeping, personal and professional for executive.
7. Project Support: Assist the Executive in managing projects and initiatives, including research, data analysis, and reporting. Coordinate cross-functional teams and deadlines to ensure timely project completion.
8. Administrative Support: Provide general administrative support to the Executive, including drafting of documentation, contracts, and reports. Managing expenses, processing invoices, placing orders, paying bills etc.
9. Marketing Support: Provide administrative assistance in marketing activities, including coordinating the production of marketing materials, managing distribution lists, and organizing promotional events or campaigns.
10. Sales Support: Assist in sales-related tasks, such as preparing sales presentations, compiling sales reports and data analysis, and following up with clients or leads.
11. Deal Assistance: Collaborate with the Executive in closing deals by organizing necessary documentation, facilitating communication between parties, and providing administrative support throughout the negotiation process.
Qualifications:
- Valid Driver’s License with Clear Driving Record
- Bachelor's degree preferred, or equivalent work experience.
- Proven experience as an executive assistant or similar role supporting top level executives.
- Exceptional organizational and time management skills, with the ability to prioritize tasks and work under pressure.
- Excellent written and verbal communication skills, with a high level of professionalism and discretion.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
- Strong attention to detail and accuracy, with a commitment to maintaining confidentiality.
- Ability to anticipate needs, exercise sound judgment, and proactively address issues.
- Flexibility to adapt to changing priorities and schedules.
Job Type: Full-time, Salaried
Compensation: $55,000.00 - $65,000.00 per year
- Discretionary Performance Bonus
Schedule:
- Monday to Friday
- Weekends as needed
Job Type: Full-time
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Schedule:
- Monday to Friday
- Weekends as needed
Work Location: Remote
