Virtual Executive Assistant

Overview:
We are seeking an exceptional Executive Assistant to provide comprehensive support to a dynamic entrepreneurial couple. This role is designed to assume key responsibilities, providing a seamless and organized workflow, and allowing the entrepreneurs to focus on strategic tasks. The successful candidate will play a crucial role in relieving the CEOs of routine tasks, and ensuring optimal productivity while presenting ample opportunities for career growth. Success will be measured by a candidate’s ability to optimise the couple’s time, facilitating personal and professional growth, and ensuring a harmonious work-life balance.
Responsibilities:
Outreach & Follow-ups:
– Reach out to contacts and schedule meetings on behalf of the Entrepreneurs. Efficiently handle follow-ups and coordination with team members, clients, and external partners.
– Assist in managing the entrepreneurs’ schedule, coordinate and plan quality time for the couple and other personal and professional commitments.
Scheduling & Event Planning:
– Efficiently manage the entrepreneurs’ schedule, including calls and meetings with team members, partners, and stakeholders.
– Plan and coordinate events, such as golf lessons, social gatherings and networking events, ensuring attention to detail and flawless execution.
Hiring
– Actively participate in the hiring process by identifying potential candidates for project managers, interns, accountants, UX researchers and social media specialists, ensuring a smooth onboarding process.
– Develop comprehensive job descriptions for various roles, ensuring alignment with the CEO’s requirements and expectations.
– Collaborate with external agencies and professionals to hire in-person and virtual staff to support the entrepreneurs’ businesses.
– Create a clear set of instructions and expectations for new employees, outlining daily tasks and responsibilities based on the job requirements.
Company Setup:
– Collaborate with professionals to facilitate the setup and organization of the company, ensuring proper documentation and legal compliance.
– Work on tasks related to the company’s founding documents and business name review, contributing to the successful establishment of the organization.
Administrative Support:
– You’ll be responsible for conducting detailed note-taking during critical discussions, such as year-end reviews and important conversations with team members. Ensuring accurate digitization of these notes will be crucial for reference and future planning.
– Organize and compile sales, marketing and product feedback obtained from interviews into a backlog, facilitating efficient data retrieval for decision-making, marketing messaging and future product development.
File Organization:
– Organize digital files using tools like Google Drive and Notion, ensuring systematic file management for efficient retrieval of information.
– Perform regular audits of digital files and ensure that the couple’s Email, Google Drive and Notion accounts are organized and clutter-free.
Shopping:
– Assist with various shopping tasks, from purchasing books to organizing groceries, tracking deliveries and ensuring that the couple’s personal needs are met seamlessly.
Qualifications:
– Exceptional communication skills, both written and verbal, in high-level English.
– Strong organizational and multitasking abilities.
– Proficient in digital tools and platforms for efficient data entry and file organization.
– Experience in scheduling and coordinating events.
– Proactive problem-solving skills and attention to detail.
– Ability to work independently and take ownership of tasks.
Tips and Tricks for Success:
– Leverage time-saving tools and techniques to maximize efficiency.
– Embrace automation to ensure a focus on high-priority activities.
– Address tasks based on their frequency to optimize workflow.
– Maintain clear and concise communication to facilitate seamless collaboration.
– Implement a weekly task rating system to prioritize and evaluate completed tasks.
If you are a motivated and detail-oriented individual seeking a challenging yet rewarding part-time position, we invite you to apply and become an integral part of our growing team.