Executive and Admin Assistant

Are you an experienced Executive Assistant who can take over a business owner’s calendar, e-mail and project management to free up their time so they can focus on their core areas of expertise and, in turn, help the company grow?

NOTE: For this role, do not send a generic application, portfolio or resume or any other documents. To apply tell us what you like about being an Executive Assistant and what you would achieve in the first 30 days in the role. Please read the job description and expectations before applying.

Please ensure you do not reply using an automated application from the system – your enquiry will NOT be considered.

Thank you in advance for your interest.

This position is being posted on behalf of a client based in the United States. Successful shortlisted candidates will be advised who the company is at that point.

EXECUTIVE AND ADMIN ASSISTANT

Industry: Real Estate Investing

About the Company:
We believe that real estate investing should not only protect, preserve, and grow your capital but also give you the freedom to choose how to spend your time. Whether you’re a doctor, lawyer, or other busy professional, we aim to work with you to facilitate passive real estate investments, granting you the freedom to control your own time.

Purpose of Role:
WE ARE seeking a dependable and proactive Executive and Admin Assistant to provide crucial support to our executive team. As a Virtual Executive Assistant, you will work remotely to ensure the smooth flow of day-to-day operations. Your responsibilities will include managing executive schedules, handling administrative duties, and coordinating with various teams within the company. We are looking for a candidate with exceptional communication and time management skills, and comfortable working in a fast-paced environment.

Core Responsibilities:

Executive Assistant:
– Coordinate travel arrangements, including booking flights, accommodations, and transportation.
– Communicate with airlines and travel agencies to ensure smooth travel experiences for executives.
– Manage email and calendar for executives, including scheduling and prioritizing appointments, meetings, and events.
– Coordinate and confirm meeting schedules, including preparing materials and agendas.
– Handle bill payments and expense tracking for executives.
– Utilize databases to pull leads and generate reports as needed.
– Collaborate with high-level founders to support their administrative needs.
– Maintain confidentiality of sensitive information.
– Perform general administrative tasks, including filing, copying, and document management.
– Prepare and edit documents, contracts, and agreements.
– Conduct market research.
– Maintain and update client databases, ensuring accuracy and confidentiality.

Client Communication and Support:
– Respond to client inquiries and provide information, answering questions, and addressing concerns.
– Assist with client onboarding and support, ensuring a high level of customer service.
– Maintain regular communication with clients via Active Campaign.
– Help coordinate and execute marketing strategies to promote and attract potential prospects.
– Support lead generation efforts by managing online presence and monitoring lead sources.

Social Media Management:
– Manage engagement on social platforms for potential interests.
– Manage Accounts for FB business, LinkedIn for personal and business, and Twitter (X).

Must-Have Tools Experience:
– Active Campaign or similar CRM/email marketing platform
– Notion
– Slack

Must-Have Skills:
– Proven experience as an Executive Assistant or in a similar administrative role.
– Excellent organizational skills with the ability to prioritize tasks and meet deadlines.
– Strong critical thinking skills to anticipate needs and proactively address issues.
– Exceptional verbal and written communication skills in English.
– Proficient in using email and calendar management tools.
– Experience in travel booking and coordination.
– Ability to work independently and as part of a team while maintaining professionalism.
– Discretion and confidentiality in handling sensitive information.
– Strong creative ability to ensure brand awareness is met and social engagement is strong.

Availability: Part-Time (20 hrs/week, 80 hrs/month)

Schedule: TBD

Real Estate Experience Required? A plus

Years of Executive Assistant Experience Required: 2-4 Years