We are seeking an executive assistant who is business-savvy and possesses the ability to contribute to business growth and long-term planning. The ideal candidate will bring valuable insights and thoughts to the table.
In this unique and exciting role, you will be the driving force behind our business growth while providing essential support to our executive and the rest of the team. Your impeccable organizational skills, attention to detail, and proactive mindset will ensure that the executive can focus on strategic decision-making. This role offers the perfect blend of business acumen and executive support, making it an ideal opportunity for a multitasking, ambitious individual seeking to make a tangible impact.
? Calendar & Schedule Management
• Manage the executive’s calendar, schedule appointments, and arrange meetings, ensuring all commitments are well-coordinated and optimized.
• Excel in organizing calendars and ensuring that the executive is not overworked.
• Prioritize and arrange travel itineraries, accommodation, and other logistics for the executive’s business trips.
• Arrange personal appointments and other errands virtually.
? Communication and Correspondence
• Screen and prioritize emails and other inquiries, handling them efficiently and professionally.
• Draft, edit, and proofread correspondence on behalf of the executive.
• Ensure that any follow-up tasks or correspondence are promptly completed to maintain the nurturing of leads.
? Meeting Coordination and Support
• Prepare meeting agendas, materials, and presentations if needed.
• Attend meetings, take accurate minutes, and distribute them to relevant stakeholders.
• Assist in organizing events, networking schedules, workshops, etc., and handle preparations for all aspects of planning and execution.
• Follow up on action items and ensure timely completion of tasks.
? Social Media Management
• Respond, engage, and manage communications in all social media accounts (IG, FB & X).
• Plan and schedule social media posts using scheduling tools.
• Should be a proficient user of Canva and other tools.
• Ensure timely and consistent posting across platforms.
? Email Marketing
• Create a targeted email campaign in Mailchimp promoting our latest product launch to our subscriber list.
• Develop engaging subject lines and content that highlight the key features and benefits of the product.
• Monitor the campaign’s performance metrics such as open rates, click-through rates, and conversions, and make necessary adjustments to optimize results.
? Information Management
• Organize and maintain confidential files, historical records, and databases in the CRM (HubSpot).
• Conduct research and compile data to support decision-making and prepare reports as needed.
? Relationship/Project Management
• Act as a liaison between the executive and internal/external stakeholders, maintaining strong professional relationships.
• Coordinate and facilitate communication with team members, clients, and business partners.
• Oversee the onboarding process for new clients, which includes drafting and formalizing client agreements and crafting proposals.
• Establish clear communication with clients regarding scheduling and other pertinent information.
• Make use of Asana for project management and task management.
? SOP development and maintenance
• Create well-structured and detailed documents that outline step-by-step procedures, workflows, and protocols.
• Regularly review and update existing SOPs to reflect changes in processes, technology, or regulations.
• Maintain an organized database of all SOPs, making them easily accessible to relevant personnel.
• Assist in the training of employees on SOPs, ensuring they understand and follow the established procedures.
? Basic knowledge of invoicing clients (a PLUS but not a requirement)
• Generate accurate and detailed invoices for clients.
• Clearly communicate billing terms, payment methods, and due dates to clients.
• Send invoices to clients through appropriate channels (email, online platforms, etc.).
• Communicating with the bookkeeper to ensure alignment.
? Administrative Support
• Coordinate special projects, events, and initiatives as assigned by the executive.
• Perform general administrative tasks and other administrative duties as required.
Requirements:
• Proven work experience as an Executive Assistant to C-level executives.
• Prior experience in engaging with entrepreneurs, C-level executives, and similar professionals.
• Proficiency with invoicing clients (a PLUS but not a requirement)
• Proficiency with Microsoft Excel, Word & PowerPoint.
• Proficiency with Google Workspace (Gdrive, Calendar & Email).
• Proficiency with social media platforms and tools (Canva, FB, IG & X).
• Proficiency with email marketing using MailChimp.
• Tech-savvy with a high degree of proficiency in the use of tools & software.
• Proficient in utilizing text, and other communication tools to ensure real-time communication and swift responses to executives and clients.
• Proficient in English communication with strong interpersonal skills.
• Strong analytical skills
• Demonstrated ability to remain flexible and adaptable in the face of unforeseen circumstances.
• Demonstrates a quick grasp of new concepts and technologies, showcasing an ability to swiftly acquire and apply new knowledge to tasks and challenges.
• Takes a proactive approach to identifying opportunities for improvement, anticipating needs, and actively seeking ways to contribute to the team.
• Excellent organization and time-management skills
• Laptop or desktop that is at least I5, or I5 equivalent and above.
• Strong internet connection with backup internet available.
• Self-directed and able to work with minimal supervision.
Required proficiency in the following software & applications:
• Google Workspace (Drive, Email, Calendar)
• Microsoft Office (Word, Excel, PowerPoint)
• Canva
• Social Media Platforms (IG, FB, X)
• MailChimp (Email marketing)
• Asana (Task Management)
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: ETEMA Capital
Name: Leslie Orillaza
Email: