Virtual Executive Assistant MUST LOVE SPREADSHEETS & DETAILS

Are you an exceptionally organized individual with a passion for details who gets excited about spreadsheets? Do you thrive in a role where you can take charge of inbox management, produce insightful reports, ensure timely follow-ups, and wow a team with exceptional service and follow up? Do enjoy helping others, take pride in being someone’s secret weapon, a highly regarded and reliable assistant, providing structure and task support to a busy executive, sending and following up on emailed reports using their verbiage and voice? Do you enjoy making targeted customer follow up calls to provide insight on service? If so, I have the perfect opportunity for you!

This might be for you if: as a virtual executive assistant, you not only have experience working with and for executives, you also are organized, professional, systematic, discrete, know how to keep on task, meet deadlines, and welcome the opportunity to learn new software.

**About Me:*
I am a female Director of Operations at a collision center managing a team of more than 100 employees across six locations who repair vehicles post-collision. My strengths lie in communication, team and time management, and organizational skills. While I excel in the big picture, my weaknesses are attention to detail, particularly in spreadsheet work, and following up on my own requests for info from my team.

As the Director of Operations, I aim to expand and strengthen my team and business results. As a vital member of our global team, you will work remotely, showcasing your exceptional organizational skills and attention to detail, thus significantly impacting our operations.

My priority is interacting with clients and employees, not micromanaging emails or generating reports, yet I rely on detailed reports to effectively manage my team’s performance. I need insights on key performance indicators, weekly team performance trends, and customer satisfaction. I seek to delegate report generation, follow-ups, and tracking to ensure efficient monitoring. You will also place calls to select customers after we’ve delivered our product to check on their experience and our work to ensure they are completely satisfied.

I work with Outlook, Microsoft Office Suite, and proprietary software; I prefer written communication, I am not interested in changing platforms or software. I also can talk on the phone or over Teams when we need to screenshare to clarify things for each other.

I will rely on you to optimize my inbox organization and maintain daily progress/task checklists in a shared spreadsheet. You will track your own time not so I can micromanage you, but so I understand how long each report takes on average before I remove add or replace tasks in time. I want to be fair with you and no overload you, I NEED A GREAT ASSISTANT!

Your contributions will directly influence the service quality for my team and customers, significantly impacting our rapidly growing business. Alongside the mentioned skills, you excel at following directions, task completion by deadlines, exhibit empathy and professionalism on the phone and in writing, prefer email communication, and are highly responsive (aiming to respond to my emails within 1 hour during working hours and emails from others as instructed).

**Responsibilities:**

– Manage and prioritize the director’s inbox with efficiency and precision.
– Generate detailed reports to aid in decision-making processes.
– Track and follow up on emails until responses are received.
-Read employee notes in our software programs verify communication frequency, correct documentation intervals, and thoroughness.
– Conduct targeted customer satisfaction calls post-product delivery to ensure customer happiness.
– Communicate effectively in the Director’s voice via emailed correspondence.
-Manage new applicant resumes to eliminate unqualified applicants as directed, narrowing the applicant pool for interviews, schedule interviews and confirm again the day before on the platform “Indeed” as needed.
-40 hour workweek

**Qualifications:**

– Proven experience in executive assistant or similar roles in a virtual setting preferred.
– Exceptional organizational skills with a keen eye for detail.
– Strong written and verbal communication skills in American English.
**You have worked with American customers on the phone before and are understood and understand each other easily if English is a second language for you. If you also speak Spanish, please mention that, desired but not required.
-Prefer English Advanced/Mastery level for customer calls and emails.
– Ability to prioritize tasks effectively and meet deadlines.
-Solid understanding of basic Outlook functions- ability to set and edit email rules, out of office settings, use flags, create folders, etc.
– Comfortable making post-delivery customer calls to request happy clients to complete emailed surveys provided by a third party, and reporting on dissatisfied customers needing follow-up from an on-site employee.
– Proficiency in email management tools, Microsoft Office Suite including Excel, and Google Sheets.
-Passionate about organization and responsiveness

**Why Join Us:**
You’ll be able to work in autonomy and not be micromanaged. Your expertise and insight are welcomed in order for me to be the best, most effective Director possible.

Your work history shows you value stability over changing jobs often. You understand there are a lot of moving pieces and enjoy moving them all along in the process. I want to spend less time delegating because you enjoy streamlining, providing feedback, and ideas to improve results and bring me ideas instead of waiting on me to assign new tasks.

If you are a proactive self-starter who thrives in a results oriented environment and is looking to take on a challenging and rewarding role as a Virtual Executive Assistant, I want to hear from you! Join me in driving our company’s success and making a difference in the lives of our customers.

**How to Apply:**

I’ll be conducting interviews on March 28th on Microsoft Teams. The job is full-time, but will start on April 1st part time (four hours per day) the first three weeks, until April 22nd when it converts to full time due to my availability to train you. I want to be available to train you properly. In order to be considered for this opportunity, please list the three adjectives about yourself (listed as 1. 2. 3.) in the body of your message AND on the subject line, that make you perfect for this position in the body of your message to me with your resume.

*Note: The ideal candidate will be comfortable working in a remote setting and be available 5 am PHT to 1 PM PHT, half hour break at or after 10:00 AM PHT daily.

* All outbound calls with me or customers completed between 5 AM PHT- 9 AM PHT (this is 1-5 pm PST, respecting local customs for corporate communication times)
(overall schedule is 1:00 pm PST-9:30 pm PST, break half hour at or after 6:00 pm PST)

I am excited to find a great candidate to join our team and help my team achieve our goals!