Position: Executive Assistant
Number of hours: 5 hours/week (will potentially increase hours)
Schedule: UK Time
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
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:
Proven work experience as a Virtual Executive Assistant supporting C-level executives or in a similar administrative role
Prior experience working with UK and US-based clients is highly preferred
Expertise in calendar management, including scheduling across time zones (Google Calendar, Calendly)
Strong email management skills, including inbox organization, drafting responses, and follow-ups
Client coordination experience, ensuring timely communication, meeting preparation, and task follow-through
File and document management, including cloud-based organization and secure file sharing
Familiarity with UK and US tax filing processes is a strong advantage
Proficiency with current technologies and tools, such as GSuite, Zoom, Slack, Asana, Notion, and other cloud-based platforms
Advanced skills in office software and communication tools
Excellent verbal and written communication skills in English
Discretion and the ability to handle confidential and sensitive information
Excellent phone, email, and instant messaging etiquette
Highly organized and detail-oriented, with the ability to efficiently prioritize multiple tasks
Adaptable and proactive, with strong problem-solving skills
Professional demeanor and strong interpersonal skills
Ability to work independently and collaborate effectively in a team-oriented environment
Self-motivated and disciplined, capable of meeting daily and monthly targets with minimal supervision
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