Executive Assistant

Executive Assistant

• Your skills / experience
  
  
• White Glove Customer Service Experience: Proven customer service experience with a track record of providing excellent service, handling every encounter with professionalism and delight.
  
  
• Administrative Expertise: Proven experience in providing high-level administrative support, preferably to senior executives or in environments requiring interaction with VIPs.
  
  
• Communication Skills: Exceptional verbal and written communication skills, ensuring clarity and managing expectations effectively.
  
  
• Organizational Skills: Strong ability to manage multiple tasks, prioritize effectively, and maintain high levels of productivity.
  
  
• Attention to Detail: Exceptionally focused on the fine details, ensuring accuracy and thoroughness in all aspects of work.
  
  
• Problem-Solving: Innovative and proactive in identifying solutions and overcoming obstacles.
  
  
• Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.
  
  
• Time Management: Excellent time management skills, ensuring timely completion of tasks and adherence to deadlines.
  
  
• Technology Proficiency: Adept with modern communication platforms and productivity tools, including Google Workspace (Calendar, Docs, Sheets, Gmail), Zoom, HubSpot CRM, and Notion and AI tools like ChatGPT or able to learn them quickly
  
  
• Proactivity and Autonomy: Ability to work independently, taking initiative to identify and address needs without constant supervision.
  
  

• Your mission
  
  
• Your mission is to be the Founder's indispensable partner, providing high-level administrative support to ensure efficient and effective management of her schedule, communications, and projects. You will proactively handle essential tasks like managing her calendar, coordinating travel arrangements, and handling email correspondence. By autonomously preparing meeting agendas, summarizing transcripts, and following up on action items, you'll streamline communications and keep projects on track. With your support in these areas, our Founder will be able to lead the revolution in changing how business buying is done, driving strategic growth and innovation. Your role is crucial; without your solid support, our dynamic startup can't achieve its full potential. Join us in making a significant impact as we scale and transform the industry.
  
  
• Location: Remote with US Central Time working hours
  
  
• Job Type: Contract. Starting part-time at 20 hours per week, with the opportunity to quickly transition to full-time based on performance and ability to independently manage tasks.
  
  

• What you'll be achieving
  
  
• Managing the founder's Calendar: Scheduling meetings and ensuring she is well-prepared for all engagements, anticipating scheduling conflicts and adjusting proactively.
  
  
• Handling Email Correspondence: Prioritizing and responding to messages on behalf of the Founder, getting the inbox to zero daily, and ensuring all emails are responded to within 48 hours.
  
  
• Coordinating Travel Arrangements: Booking flights, accommodations, and transportation while creating detailed travel itineraries.
  
  
• Preparing Meeting Agendas: Summarizing meeting transcripts, following up on action items, and ensuring meetings are productive and efficient.
  
  
• Conducting Research: Providing summaries to support the Founder's decision-making process and staying informed on relevant industry trends.
  
  
• Managing Confidential Information: Handling sensitive information with discretion and maintaining a high level of professionalism.
  
  
• Acting as a Liaison: Facilitating communication between the Founder and internal/external stakeholders, ensuring messages are accurately and promptly relayed.
  
  
• Supporting Personal Tasks: Assisting the Founder with personal tasks as needed, ensuring a seamless balance between personal and professional responsibilities.
  
  
• Improving Administrative Processes: Continuously enhancing efficiency and effectiveness in administrative tasks and systems.
  
  
• Updating CRM Systems: Adding information and updates into the CRM system, ensuring data accuracy and timeliness.
  
  
• Organizing and Tracking Business Trips and Expenses: Submitting expenses to the bookkeeper, and monitoring and managing general invoices and receipts.
  
  
• White Glove Customer Service: Providing exceptional customer service in all interactions, ensuring a professional and delightful experience for all stakeholders.
  
  

• Negotiable.