Executive Personal Assistant to the CEO

Location: Remote

Position Type: Full-Time- U.S.- Pacific Timezone

Reports To: CEO

We are a US-based nonprofit organization. Our mission is to create and scale innovative solutions that empower young people and improves educational equity. Our organization is committed to making a positive impact in the communities we serve.

Position Overview:
The Virtual Executive Personal Assistant (VEPA) to the CEO is a critical role responsible for providing high-level administrative support to the CEO and facilitating the efficient functioning of the executive office. The VEPA will play a pivotal role in managing the CEO’s schedule, communication, and administrative tasks, enabling the CEO to focus on strategic priorities and advancing the organization’s mission.

Key Responsibilities:

1. Calendar Management:
Proactively manage and coordinate the CEO’s calendar, including scheduling and confirming appointments, meetings, and conference calls.
Prioritize and organize meetings, ensuring the CEO’s availability and preparedness for each engagement.
Handle changes to the schedule and address conflicts efficiently.

2. Communication and Correspondence:
Manage and prioritize the CEO’s email inbox, drafting, and responding to emails on their behalf as needed.
Screen and manage incoming calls, taking messages and directing inquiries appropriately.
Draft, edit, and proofread correspondence, reports, and other documents for the CEO.

3. Travel Coordination:
Arrange travel itineraries, accommodations, and logistics for business trips, conferences, and events.
Prepare travel documents and ensure the CEO’s travel needs are met efficiently.

4. Information Management:
Maintain an organized filing system for important documents and records.
Research and compile information as requested by the CEO for various projects and initiatives.

5. Meeting Support:
Prepare meeting agendas, materials, and presentations as needed.
Attend meetings with the CEO, take notes, and follow up on action items.
Coordinate and document follow-up actions from meetings and ensure timely completion.

6. Project Assistance:
Assist the CEO with special projects, including research, data analysis, and project coordination.
Collaborate with other team members as required to support organizational initiatives.

7. Confidentiality and Discretion:
Handle sensitive information and maintain the highest level of confidentiality in all matters. Act as the trusted confidant for the CEO.

8. Administrative Support:
Perform general administrative tasks, including expense reporting, invoice processing, and procurement.
Assist with other administrative duties as requested by the CEO.

9. Team Coordination and Leadership:
-Schedule and lead regular check-in meetings with the VA team to ensure alignment and address any challenges or concerns.
Distribute tasks and responsibilities among VAs based on their strengths, specialties, and workloads.
-Act as a liaison between the CEO and the VA team, ensuring directives are clearly communicated and executed.

Training and Onboarding:
-Develop and maintain a comprehensive onboarding process for new VAs.
Provide ongoing training and development opportunities to the VA team, ensuring they are equipped with the latest tools and best practices.
-Offer mentorship and guidance, fostering a culture of continuous learning and improvement.

Performance Management:
-Conduct regular performance reviews of the VA team, offering feedback, recognition, and areas for improvement.
Address any performance issues promptly, providing corrective action plans when necessary.
-Set and monitor performance metrics for the VA team, ensuring alignment with organizational goals.

Resource Allocation:
-Assess the workload and ensure equitable distribution of tasks among VAs.
-Ensure that VAs have the tools, resources, and support needed to perform their roles effectively.
-Prioritize tasks and projects based on urgency, importance, and strategic relevance.

Quality Assurance and Standards:
-Implement and oversee quality assurance processes to ensure tasks are completed to the highest standards.
-Regularly review and update standard operating procedures (SOPs) to ensure consistency and efficiency across the VA team.
-Handle escalated issues or concerns, stepping in to provide solutions and maintain service quality.

Communication and Collaboration:
-Facilitate open channels of communication among VAs, ensuring a collaborative work environment.
-Coordinate with other departments and teams as needed to align VA tasks with broader organizational initiatives.
-Share best practices and insights from the executive level to ensure the VA team is informed and aligned with the organization’s vision.

Professional Development:
-Identify and recommend training and development opportunities for VAs.
-Encourage VAs to pursue relevant certifications or courses that can enhance their skill sets and contribute to the organization.

Qualifications

Education and Experience:
Bachelor’s degree in business administration, communications, or a related field preferred.
Proven experience as an executive assistant or personal assistant to senior executives. Experience leading and managing a team of talented VAs. Nonprofit or similar sector experience is a plus.

Skills and Abilities:
Advanced Mastery English Skills
Exceptional organizational and time management skills.
Excellent written and verbal communication skills.
Proficiency in using office software (Microsoft Office, Google Workspace).
Strong problem-solving and multitasking abilities.
Ability to work independently and remotely while staying highly productive.
High level of professionalism, integrity, and discretion.
Strong attention to detail and accuracy.

Technology Skills:
Proficiency in using video conferencing and communication tools (Zoom, Microsoft Teams, Slack).
Proficiency with project management tools (e.g., Asana, Trello, Slack, Saleesforce, Airtable) is a plus.

Working Conditions:
This position is fully remote, and the VEPA will work from their own home office.
Flexible hours may be required to accommodate the CEO’s schedule, including occasional evenings or weekends.

Equipment Requirements:
Certainly! A virtual assistant’s efficiency and effectiveness are often influenced by the quality and appropriateness of their equipment. Here’s a list of general equipment requirements for a virtual assistant:

1. Computer/Laptop:
2. High-Speed Internet Connection:
3. Webcam and Microphone:
4. Headphones or Headset:
5. Software:
6. Smartphone:
7. Ergonomic Workspace Equipment:
8. Backup Storage:
9. Uninterruptible Power Supply (UPS):
10. Printer/Scanner:
11. Landline or VoIP Phone System:
12. VPN (Virtual Private Network):

When setting up equipment requirements, it’s essential to consider the specific needs of your organization and the tasks the virtual assistant will be handling. Ensure that the virtual assistant has access to technical support if they face issues with their equipment.

Application Process:
Interested candidates are invited to submit their interest through messaging. Please share an original note stating specificaly why you feel you would be the best candidate for this critical role. Applications will be accepted until we find the right candidate.

Due to high response demand, we may take a while to get to all candidates who respond to this opening. Pardon us in advance for delayed responses.