Executive Assistant – Permanent WFH

How to Apply:

Interested candidates are encouraged to fill out the application form using the following link:

Click to view/forms/d/e/1FAIpQLSeuoXDrnhG5TcX0QHzSLAFp2dmdlr_w8DrFo3NOgy5MgeewDg/viewform

About Flexscale:

Flexscale is a US-based staffing company founded in 2021. We specialize in connecting startups and global enterprises with high-quality, international talent to scale their operations. With a focus on Operations, Finance, and Engineering, we work with over 50 agents and serve more than 15 customers. At Flexscale, we are committed to finding great clients that our partnered talent deserves to work with. We prioritize fostering inclusive work environments, resolving conflicts between clients and partners, and ensuring clients are adequately prepared to outsource their operations.

Position Overview:

We are seeking a highly organized and proactive Executive Assistant. The ideal candidate will have experience supporting senior executives, particularly in roles akin to a Chief Revenue Officer (CRO) or VP Sales. This role demands a detail-oriented individual who excels in calendar and email management, can handle secondary and tertiary sales contacts, and act as an extension of the client to enhance communication timeliness and quality.

Key Responsibilities:

**Calendar Management
Take full ownership of the clients’s calendar, including scheduling internal and external meetings.
Proactively reach out to schedule appointments and prioritize them based on importance.
Ensure a balanced schedule with necessary breaks, remote workdays, and family obligations considered.

**Email Management
Monitor the client’s email inbox consistently (2-3 times per hour).
Respond promptly to routine inquiries using FAQs and knowledge bases.
Develop and use custom email templates and playbooks for consistent responses.
Highlight and label emails that require the client’s personal attention.

**Sales Portfolio Management
Manage communications for secondary and tertiary sales contacts via email.
Schedule follow-up activities and meetings to support the client’s efforts.
Draft outreach emails and organize client’s portfolio to identify top priorities.

**Communication and Prioritization
Set priorities for communication and highlight key donors and partners.
Create and manage action plans and To-Do lists for both the client and the EA.
Conduct regular (weekly and monthly) sessions to evaluate priorities and plans.

**Meeting and Event Preparation
Prepare for meetings by reviewing upcoming weeks, confirming attendees, and arranging catering and amenities.
Secure room reservations and ensure all tech needs (slide decks, AV equipment) are set up.
Send follow-up emails within 24 hours of meetings.

**Reporting and Documentation
Fill out necessary donor information, track upcoming events, and manage reports.
Assist with expense reports, ensuring all receipts are gathered and processed via SAP Concur and Adobe forms.
Maintain accurate records in Salesforce, including contact information and meeting notes.

**Daily and Weekly Updates
Compile and share daily reminders and updates via Slack
Provide an end-of-week (EOW) overview and a look forward to the next week every Friday.
Assist in organizing the client’s portfolio to focus on the top priorities.

**Miscellaneous
Ensure all executive administrative tasks are handled efficiently.
Approve team expense reports and manage reimbursement processes.
Maintain a high level of confidentiality and professionalism in all activities.

Qualifications:

Proven experience as an Executive Assistant, preferably supporting senior sales or revenue executives.
Exceptional organizational and time management skills.
Strong communication skills, both written and verbal.
Proficiency in Microsoft Office Suite, SAP Concur, Salesforce, and other relevant tools.
Ability to act proactively and independently with minimal supervision.
Detail-oriented with a strong ability to prioritize tasks and manage multiple responsibilities.