Executive Assistant

Location: Remote | Type: Full-time, salary
Posted: July 6, 2023
Reports to: President | Anticipated Start: early August

We are seeking a driven administrative professional with experience supporting a small team to join our boutique study abroad and study travel company as an Executive Assistant. In this role, you will provide comprehensive administrative support to the President including email management, drafting communications, scheduling, and relationship management. Additionally, you will collaborate with and support our program operations team with the development and management of our student travel programs. Your organizational skills and ability to deliver high-quality work with minimal supervision will be essential in this remote position. We are looking for an assistant who shares our enthusiasm and dedication for excellence. A passion for education, travel, and/or study abroad is a plus!

**ESSENTIAL FUNCTIONS**
This role will report to the President and support him directly. In addition, you’ll also collaborate with our program operations teams to support our current and upcoming travel and study abroad programs.

Executive Assistant to President (~35%)
—Coordinate President’s meetings and commitments, manage calendars, schedule meetings, identify and proactively resolve scheduling conflicts.
—Organize and prioritize emails, draft replies.
—Manage company email inboxes; conduct daily inbox reviews, draft responses, reply to routine inquiries, and prioritize action items.
—Ensure meeting preparation; identify and obtain the necessary background information on meeting objectives, participants, and required documents.
—Draft, format, and edit communications and documents (letters, memos, invoices, presentations).
—Maintain organized electronic filing system folders and files in GoogleDrive.
—Handle sensitive information and documents with discretion
—Assist with hiring processes (e.g., applicant tracking, interview scheduling).
—Document and regularly update standard operating procedures (SOPs).
—Organize, populate, and manage expense reports.
—Manage other special projects and events from time-to-time.

Program Operations Administrative Support (~65%)
—Support current and upcoming travel programs:
—Communicate with third-party vendors, request quotes.
—Proofread proposals, checking for format inconsistencies.
—Collaborate with the ops team to manage and designate key program dates/deliverables.
—Create program folders (labeling, organization, tag appropriate team members).
—Compile feedback from program evaluations.
—Maintain and manage the company’s shared drive (labels, organization, etc.).
—Generate program supporting documents (packing list, roommate list, student information spreadsheet, itineraries for leaders and student participants).
—Assist with program operations details (roommates assignments, manage and clean enrollment reports, rosters).

**YOU WILL THRIVE IN THIS POSITION IF YOU…**
—Are detail oriented with high standards. You pay attention to the small particulars and consistently complete tasks with minimal to no errors.
—Have a high degree of emotional intelligence and can anticipate the needs of the people you support.
—Are genuinely energized by helping people. You bring a team spirit and enthusiasm to the important administrative work of this role.
—Possess excellent judgment, impeccable integrity, and can be discreet while handling confidential and personal information.
—Have an ability to multitask and prioritize in a dynamic environment.

**QUALIFICATIONS**
—3+ years of experience as an executive assistant, virtual assistant or similar role; at least 1+ year supporting a C-level executive or similar.
—Professional proficiency / fluency in English. You must be able to communicate effectively both orally and in writing.
—Enjoy working in a fast-paced environment
—Strong communication, interpersonal, relationship building, and the ability to partner effectively with all teams, always acting poised, professional, articulate, and calm regardless of the situation.
—Ability and the flexibility to respond quickly and appropriately to changing circumstances.
—Confident working remotely in a fast-paced, international environment.
—Aptitude to thrive with limited supervision and work successfully in a remote environment.
—Comfortable working with technology and cloud-based platforms; functional knowledge of Google Suit, CRM, Zoom, etc.
—Process-driven approach to work with excellent time management and organizational skills.

**HOME OFFICE / INTERNET**
Dedicated, quiet home office set up with a strong and reliable high-speed internet connection is mandatory for this role.

**HOURS**
Must be available Monday-Friday between 9am – 5pm EST (Eastern Standard Time).

**COMPENSATION / BENEFITS**
Salary range is $1,000-1,200 USD/month + benefits. In addition to the salary, we paid time off and 13th month. This is a full-time position (40 hours/week) that required your full dedication during working hours.

**TO APPLY**
Please apply directly on our hiring portal to help us streamline the process: Click to view/postings/edodyssey-inc-executive-assistant-81596da6-d35d-42d8-bc1e-e6dc3ff7a813

In your application you’ll be asked to (1) upload a copy of your resume and (2) a link to a brief introduction video (please no longer than 2-5 minutes maximum). In your video, please introduce yourself and tell us a bit about you and your experience, and why you’d be a great fit for the team.

—QUESTIONS? You can always contact us at Click to view

—TIMELINE: We will review applications on a rolling basis as they are received. Please apply as soon as possible and by Friday, July 14. Qualified candidates will be contacted to schedule an interview.

About EdOdyssey:
EdOdyssey is a boutique study abroad provider and educational travel company. Founded in 2014, we work with colleges, universities, and secondary schools to create customized trips, first year experiences (FYE), and semester study abroad programs that are authentic and educational. We’ve traveled millions of miles with thousands of students and are on a mission to make transformative and meaningful global experiences part of more students’ education. Meet the team and learn more EdOdyssey.