Executive Virtual Assistant to the CEO

Job Title: Executive Virtual Assistant to the CEO

Open Equity Partners is seeking a highly organized and proactive Executive Virtual Assistant to support the CEO of three companies. This remote role demands a detail-oriented professional who is adept at multitasking and managing all aspects of the CEO’s office. The successful candidate will be entrusted with a broad range of administrative, logistical, personal and project management tasks to streamline daily operations and facilitate the efficient functioning of the CEO’s agenda. This role requires superior written communication skills in English and the ability to manage various tasks, stakeholders and schedules effectively.

Key Responsibilities

Communication & Email Management:
*Handle incoming and outgoing communications on behalf of the CEO
*Organize, sort, respond to, and prioritize emails across three different company email accounts and two personal accounts.
*Ensure all correspondence is addressed in a timely manner.

Scheduling:
*Manage and prioritize schedules across the three different company calendars and personal events.
*Ensure optimal time management and conflict resolution in scheduling.

Meeting Coordination:
*Organize and coordinate executive meetings and conferences. Take detailed minutes and distribute them accordingly. Follow up on action items to ensure completion.

Travel Coordination:
*Arrange travel itineraries including flights, accommodations (hotels/Airbnbs), and restaurant reservations.
*Ensure optimal travel experiences by coordinating with service providers for best accommodations and dining experiences.

Relationship Management:
*Maintain and update Customer Relationship Management (CRM) systems.
*Manage key relationships and coordinate meetings through proactive outreach.

Financial Administration:
*Handle payments of bills and taxes
*Manage and submit reports for business & personal expenses incurred by the CEO. Ensure timely and accurate accounting practices.
*Maintain personal financial documents such as balance sheets and credit card summaries.
*Monitor personal expenditure.

Document & Presentation Management:
*Assemble key documents and presentations required for meetings, pitches, and other formal interactions.
*Ensure that all documentation is professionally formatted and adheres to company standards using advanced features of Microsoft Office and Google Workspace.

Project Management:
*Assist with project management for special projects as assigned by the CEO. Coordinate with internal and external stakeholders to meet project deadlines and objectives.

Payroll Assistance:
*Learn and potentially manage ad-hoc payrolls for one of our portfolio companies
*Act as a backup for the administrative assistant during absences.

Technical Proficiencies – the ideal candidate will be proficient in using both Google and Microsoft Office productivity tools:
*Google Workspace: Google Docs, Google Sheets for document creation and data management.
*Microsoft Office: Proficiency in Microsoft Word, Excel, and PowerPoint is essential.
*Communication Tools: Must be experienced with Slack, Microsoft Teams & Zoom for daily communications and collaborations.

Required Qualifications
*Proven experience as an Executive Assistant, Virtual Assistant, or similar role, preferably supporting C-level executives.
*Excellent command of the English language with stellar written communication skills.
*Exceptional attention to detail.
*Ability to multitask and prioritize work effectively.
*Experience in handling confidential information with discretion.
* Preferred (but not required): Basic knowledge of financial processes and accounting.

Working Conditions:
This is a full-time, remote position requiring flexibility in hours to accommodate different time zones. Must be available during normal North American business hours. Regular virtual meetings with the CEO and other team members will be necessary