Executive Assistant

We are seeking a Virtual Executive Assistant to support our CEO in managing a wide range of administrative tasks and ensuring the smooth operation of our executive office.

Responsibilities:
1. Calendar Management:
• Efficiently manage the CEO’s calendar, scheduling and coordinating meetings, appointments, and speaking engagements.
• Prioritize and organize the CEO’s daily schedule to maximize productivity.
2. Email Communications:
• Monitor and manage the CEO’s email inbox, drafting and responding to emails on their behalf.
• Filter and categorize emails, ensuring that important correspondence is addressed promptly.
3. Expense Management:
• Handle expense reports and reimbursements, ensuring accuracy and compliance with company policies.
• Keep detailed records of expenses and receipts for financial tracking.
4. Meeting Coordination:
• Arrange and coordinate internal and external meetings, including preparing agendas and meeting materials.
• Follow up on action items from meetings and ensure tasks are completed on time.
5. Presentation Support:
• Assist in the creation and formatting of PowerPoint presentations and reports.
• Use tools like Canva to design visually appealing presentations.
6. Client and Employee Relations:
• Maintain positive relationships with clients, employees, and members through professional and timely communication.
• Follow up on inquiries, requests, and feedback, ensuring excellent customer service.
7. Document Management:
• Organize and maintain electronic files and documents, ensuring easy retrieval and confidentiality.
8. Travel Coordination:
• Occasionally assist in making travel arrangements for the CEO, including booking flights, accommodations, and transportation.
Qualifications:
• Proven experience as an executive assistant or in a similar role, preferably in a remote or virtual setting.
• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficiency in using office software, including Microsoft Office Suite and Canva.
• Ability to handle confidential information with discretion.
• Excellent problem-solving skills and attention to detail.
• Self-motivated, proactive, and capable of working independently.
• Flexibility to adapt to changing priorities and work in different time zones if needed.
• Experience in calendar management, email correspondence, and presentation design is a plus.