HIRING: PERSONAL EXECUTIVE ASSISTANT

Job Type: Full-Time Remote

Job Overview:

We are seeking a highly organized and detail-oriented Personal Executive Assistant to provide comprehensive support to our executive team. The ideal candidate will possess excellent time management skills, strong communication abilities, and the capacity to anticipate and address the needs of the executive they support.

Responsibilities:

  • Time Management and Scheduling: Manage the executive’s calendar, prioritizing appointments and ensuring an optimal balance between meetings, work periods, and necessary breaks. Reschedule appointments as needed to accommodate high-priority tasks and projects.
  • Meeting Reminders and Preparation: Provide timely reminders for upcoming meetings and appointments, along with necessary background information and documents. Ensure the executive is well-prepared for each engagement.
  • Email Management: Oversee the executive’s email inbox, prioritize incoming emails, respond to queries on behalf of the executive as appropriate, and flag critical emails for direct attention. Draft, review, and send communications under the executive’s direction.
  • Document Preparation and Editing: Prepare and edit documents, reports, and presentations, ensuring they meet the company’s standards and are ready for executive review or external distribution.
  • Meeting Note-Taking: Attend meetings as required, take comprehensive notes, and distribute meeting minutes to all relevant parties. Ensure action items are clearly documented and followed up on.
  • Task Delegation: Assist in managing the delegation of tasks from the executive to appropriate team members, ensuring clear communication of expectations and deadlines.
  • Act as a Liaison: Serve as a bridge between executives and other staff members or external partners, facilitating smooth communication and coordination.
  • Event Planning and Coordination: Oversee the planning and execution of corporate events, ensuring each event aligns with the company’s goals and is executed smoothly.
  • Travel Research and Planning: Handle all aspects of business travel arrangements, from initial research to booking and itinerary planning, ensuring trips are efficient and within policy guidelines.
  • Personal Assistant Duties: Depending on the agreement, manage certain personal tasks for the executive, aiding in maintaining a healthy work-life balance.
  • Ad Hoc Tasks: Handle a variety of ad hoc tasks as they arise, demonstrating flexibility and problem-solving skills. These tasks may include conducting research, managing special projects, and any other duties that assist the executive in their role.

Work Equipment and Software Proficiency Expectations:

  • Personal computer or laptop with the following minimum specifications:
  • Processor: Intel Core i5 or AMD Ryzen 5 or better
  • RAM: 8GB or higher
  • Storage: 256GB SSD or higher
  • Display: 13-inch or larger with 1080p resolution or higher
  • High-speed internet connection (minimum 25 Mbps download and 5 Mbps upload speeds)
  • Smartphone with email and calendar synchronization capabilities
  • Noise-cancelling headphones for virtual meetings and focused work
  • Webcam and microphone for video conferencing (if not built into the personal computer or laptop)
  • Microsoft Office Suite:
    • Word: Advanced proficiency in document formatting, styles, templates, and collaboration features
    • Excel: Intermediate to advanced proficiency in data analysis, formulas, pivot tables, and charts
    • PowerPoint: Advanced proficiency in presentation creation, slide design, animations, and speaker notes
    • Outlook: Advanced proficiency in email management, calendar scheduling, and task tracking
  • Google Suite:
    • Google Docs: Proficient in document creation, formatting, and collaboration
    • Google Sheets: Proficient in data entry, basic formulas, and chart creation
    • Google Slides: Proficient in presentation creation and design
    • Gmail: Proficient in email management and organization
  • Video Conferencing Tools:
    • Zoom: Proficient in scheduling, hosting, and participating in virtual meetings
    • Microsoft Teams: Proficient in team collaboration, chat, and video conferencing
  • Project Management Tools:
    • Asana or Trello: Proficient in creating tasks, assigning responsibilities, and tracking progress
    • Monday.com: Familiarity with basic project and workflow management features
  • Travel Booking Systems:
    • Concur or similar corporate travel booking tool: Proficient in researching and booking flights, hotels, and transportation
    • Familiarity with major airline and hotel loyalty programs and booking portals
  • Calendar Management Tools:
    • Proficient in managing complex calendars across multiple platforms (e.g., Outlook, Google Calendar)
    • Familiarity with scheduling tools like Calendly or Doodle
  • Basic Design Skills:
    • Canva or Adobe Spark: Proficient in creating simple graphics, flyers, and social media posts
    • Basic understanding of design principles and brand guidelines
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