We seek a highly organized and proactive Virtual Assistant to provide high-level administrative support to our executive and team. This is a remote position requiring excellent organizational skills, strong communication abilities, and the ability to work independently. Your primary responsibility will be to ensure the efficient operation of the executive’s daily activities and assist in managing their schedules, communications, and administrative tasks. You will be one of the key points of contact (via phone & email), both internally and externally, representing the executive’s office and maintaining confidentiality at all times. This role requires continuous learning, thus the need for someone who can keep up with ongoing changes and is willing to keep on learning with each new process implemented.
Key Responsibilities:
1. Calendar & Schedule Management:
– Manage the executive’s calendar, schedule appointments, and arrange meetings.
– Coordinate accommodation and other logistics for business.
– Arrange personal appointments and virtual errands.
2. Communication and Correspondence:
– Screen and prioritize calls, emails, and inquiries.
– Draft, edit, and proofread correspondence.
3. Meeting Coordination and Support:
– Prepare meeting agendas, materials, and presentations.
– Attend meetings, take accurate minutes, and distribute them.
– Follow up on action items to ensure timely completion.
4. Information Management:
– Organize and maintain confidential files and databases.
– Conduct research and compile data for reports and decision-making.
5. Relationship Management:
– Act as a liaison between the executive and internal/external stakeholders.
– Maintain strong professional relationships.
– Manage communications warmly and professionally.
6. SOP Development and Maintenance:
– Follow and regularly update standard operating procedures (SOPs).
– Maintain an organized database of all SOPs.
– Assist in training employees on SOPs.
7. Administrative Support:
– Coordinate special projects, events, and initiatives.
– Perform general administrative tasks as required.
– Assist team members with projects and tasks.
Requirements:
– Proven experience as an Executive Assistant to C-level executives.
– Previous experience working in a law firm setting. (Not a requirement but a huge PLUS)
– Tech-savvy with proficiency in using tools and software.
– Strong communication and interpersonal skills.
– Strong analytical skills.
– Quick learner with the ability to grasp new concepts and technologies.
– Proactive problem-solver.
– Positive attitude and commitment to continuous learning.
– Excellent organization and time-management skills.
– Laptop or desktop with at least an i5 processor (Windows OS required; Parallels needed for Mac users).
– Strong internet connection with a backup available.
– Self-directed and able to work with minimal supervision.
– Open to feedback.
Kindly fill out the form below so we can process your application accordingly.
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WE WILL NOT ENTERTAIN CANDIDATES WITHOUT THE ACCOMPLISHED APPLICATION FORM.
APPLY FOR THIS JOB:
Company: Pomelo
Name: Leslie Orillaza
Email: