Senior Virtual Executive Assistant

Our rapidly growing Digital Marketing Agency is currently seeking a highly experienced and exceptionally organized Senior Virtual Executive Assistant to provide comprehensive support to our CEO/Founder. Our clientele represent a large range of professions within the American real estate market. We work with realtors, contractors, loan officers, notaries, and many other professionals. Experience or knowledge with the American real estate market is a plus, but not required. In this position, you will be responsible for overseeing a wide array of administrative functions and offering strategic guidance to enhance operational efficiency throughout our agency. This is a fast-paced, ever evolving position. We are looking for someone innovative, dedicated, and willing to take initiative within their designated role.

Key Responsibilities:
– Calendar Management: Proficiently manage the CEO/Founder’s calendar by skillfully scheduling meetings, appointments, and events, and adeptly addressing conflicts or adjustments as they arise.
– Email Correspondence: Monitor and promptly respond to emails on behalf of the CEO/Founder, ensuring timely and accurate communication with clients, partners, and team members.
– Meeting Support: Prepare detailed agendas, coordinate meeting logistics, take meticulous minutes, and diligently follow up on action items to ensure productive and efficient meetings.
– Document Management: Maintain and impeccably organize important documents, files, and records, ensuring seamless accessibility and utmost confidentiality.
– Communication Liaison: Serve as a polished and professional liaison between the CEO/Founder and internal teams, clients, and external stakeholders, conveying messages, requests, and updates with eloquence and efficacy.
– Research and Analysis: Conduct thorough research on industry trends, competitors, and potential business opportunities, offering invaluable insights and recommendations to support strategic decision-making processes.
– Project Coordination: Assist in managing and coordinating special projects, ensuring flawless execution and timely completion.
– Relationship Management: Cultivate and nurture strong professional relationships with clients, partners, and industry contacts, fostering positive connections and augmenting the agency’s esteemed reputation.

Requirements:
– Proven Experience: Minimum of 3 years of executive assistant experience, preferably supporting senior-level executives or founders in the digital marketing or social media industry.
– Industry Knowledge: A solid understanding of social media marketing principles, trends, and best practices, encompassing various platforms such as Facebook, Instagram, Twitter, LinkedIn, and TikTok. Knowledge of the American Real Estate Market is also highly preferred, but not required.
– Exemplary Organizational Skills: Demonstrated ability to prioritize tasks effectively, manage multiple deadlines, and handle highly confidential information with the utmost discretion.
– Superb Communication: Exceptional written and verbal communication skills, allowing for professional and confident interaction with individuals at all organizational levels. Proficiency in American English is highly important and will be tested.
– Technological Proficiency: Proficiency in utilizing a variety of software and tools, including but not limited to Google Suite (e.g. Drive, Docs, Sheets, etc.), project management platforms (e.g. AirTable, Notion), and AI technologies for process automation and streamlining. Knowledge of no-code softwares such as Zapier and Softr are a bonus, but not required.
– Attention to Detail: Meticulous attention to detail, ensuring precision and quality in all tasks and deliverables.
– Problem-Solving Abilities: Resourceful and proactive in identifying and resolving issues, showcasing a solution-oriented mindset.
– Adaptability and Flexibility: Ability to thrive in a fast-paced and dynamic environment, adapting quickly to shifting priorities and gracefully handling unforeseen challenges.
– Professionalism and Discretion: Strong commitment to professionalism, integrity, and the ability to maintain strict confidentiality when handling sensitive information.
– Bachelor’s Degree: A degree in business administration, marketing, or a related field is preferred, although not mandatory.

TO BE CONSIDERED FOR ROUND 2 OF THE APPLICATION PROCESS:
– Submit your application alongside a copy of your resume.
– Provide a detailed explanation as to why you believe you will be a good fit for this position.
– Applicants who provide a brief (60 seconds or less) video introduction of themselves will be prioritized for the second round.

Round 2 of the application process will involve an interview with the agency’s COO, an English proficiency test, and a skills test. You will be contacted via email if you are selected to advance to Round 2.