Position: Executive Assistant
Number of hours: 40 hours/week
Schedule: TBA
Tasks required:
Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements
Provide logistics support for events including RSVP lists, follow-up communications, partnership deliveries, agendas, and printing.
Answer phone calls and/or emails in behalf of the CEO
Plan and organize workflow to comply with established time constraints in order to meet deadlines
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:
Must have proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role is required
Foundational understanding of the logistics industry
Hands-on experience in graphic design tools such as Canva
Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)
Knowledge of online calendars and scheduling (Calendly, Google Calendar)
Excellent interpersonal, presentation, verbal and written English communication skills.
Discretion and the ability to handle confidential information
Excellent phone, email and instant messaging etiquette
Highly organized and detail-oriented; able to efficiently prioritize multiple tasks
Adaptability and a proactive mindset
Ability to work independently and in a team-oriented environment
Self-disciplined and organized; able to consistently hit daily and monthly targets with limited supervision
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