Position: Executive Assistant
Number of hours: 40 hours/week
Schedule: EST
Tasks required:
Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements
Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls
Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed
Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval
Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants
Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups
Schedule lead appointments as well as follow up and/or confirm appointments using different communication channels (email, chat, calls.)
Assist in payroll processing
Contact new leads, referrals, etc. using different channels of communication (email, chat, calls.)
Knows how to do lead prospecting and follow the company’s buyer persona
Basic social media management including, but not limited to, social media posting, digital marketing management
Handle sensitive and confidential information with the utmost discretion and professionalism
Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach
Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals
Other ad hoc tasks that would be assigned
Requirements:
2-3 years of work experience as a Virtual Executive Assistant for C-level executives or a relevant role
Proven experience in lead generation especially using LinkedIn
Experience with social media management and content creation is a must
Knowledge with ConstructConnect and Blue Book by Dodge Construction Network
Ability to resolve complex administrative problems independently and perform tasks that are diverse and advanced.
High level of ethics, trustworthy and ability to maintain confidentiality at all times with all situations and documentation.
Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)
Experience with word-processing software and spreadsheets (e.g. MS Office)
Knowledge of online calendars and scheduling (e.g. Google Calendar)
Excellent phone, email and instant messaging communication skills
Ability to call, connect, and interact with potential customers
Knows how to craft responses and do meaningful conversations with a pleasing personality
Familiarity with lead generation tools, CRM system and marketing automation platforms
Very particular on the process of sourcing out leads and what tools to use
Knows how to source out leads for the company’s industry
Strong verbal and written communication skills in English
Exceptional organizational skills and impeccable attention to detail
Ability to complete a high volume of tasks and projects with little or no guidance
Highly organized and detail-oriented; able to efficiently prioritize multiple tasks
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