Note: The job is a remote job and is open to candidates in USA. Check Off Your List (COYL) provides highly trained remote professionals in bookkeeping, executive assistance, human resources, marketing, web design, and IT support. The company is seeking a part-time remote Assistant Project Manager/Executive Assistant to support clients and senior executives through scheduling, communication, travel coordination, administrative support, workflow coordination, and process improvement.
Responsibilities
- Report to the Project Manager and Manager of the Executive Assistant team
- Assist clients as directed
- Maintain client relations and refine internal processes that support COYL and clients
- Manage communication between various clients’ upper management and employees, liaising with internal and external executives on projects and tasks
- Plan and orchestrate work to ensure the client’s priorities are met, organizational goals are achieved, and best practices are upheld
- Manage the professional and personal needs for various clients
- Track detailed records in timekeeping system
- Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to our virtual clients’ senior executives
- Manage, coordinate, and arrange our virtual client’s travel and travel-related activities, including hotel booking, transportation, and meals
- Perform administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contact database
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with various clients and our company
- Track action items and follow up with the client and internal team members to ensure deadlines and commitments are met
- Assist with meeting preparation including agendas, materials, note-taking, and follow-up items
- Support operational tasks such as CRM updates and workflow coordination
- Organize client communications
- Return phone calls and relay messages
- Plan client events
- Respond to all requests within a maximum of 4 business hours
- Navigate priorities while multi-tasking
- All other tasks as needed
Skills
- * 4 years of experience in an administrative role reporting directly to senior management
- * Superb written and verbal communication skills
- * Strong time-management skills and the ability to organize and coordinate multiple projects
- * Proficiency in Microsoft Office and other office productivity tools, with aptitude to learn new software and systems
- * Flexible team player willing to do what it takes to get the job done; adaptable and enjoys a challenge
- * Ability to keep various companies' confidences
- * Promptness and a motivated self-starter
- * Confident and professional phone presence
- * Available to help with urgent requests
- * Experience developing internal processes and filing systems
- * Associates or above degree in administration; or equivalent experience
- * Knowledge of CRM such as Active Campaign, Zoho, pipedrive, etc
Benefits
- Remote position with work-from-home arrangement
- Connected remote work environment through Zoom meetings and Teams
Company Overview