Executive Assistant

Overview

Responsibilities:

• Manage calendar for CEO, including making appointments and prioritizing
• Assist in email management, identifying messages of urgency or due date
• Set up meetings including organizing members, gathering necessary information, and sending reminders
• Act as point of contact for team members, clients, external partners, and prospective clients
• Create and circulate external communications including emails, presentations, reports, contracts, etc.
• Maintain virtual filing systems
• Manage information flow in a timely, accurate and efficient manner
• Attend weekly look ahead meeting and other meetings as requested
• Assist with social media management, especially with incoming LinkedIn requests
• Assist the CEO with applying to and managing speaking engagements
• Coordinate travel arrangements, as needed
• Assist the COO with internal projects, updates, and other functions such as bookkeeping assistance
• Other office management duties as assigned by the CEO or COO

Key Performance Indicators This Position is Responsible for:

• Respond to all inquiries/emails within 24 hours of receipt
• Check Teamwork Chat daily
• Check LinkedIn daily
• Keep CEO calendar and Brandwise master calendar updated on a daily basis
• Responds to and resolves administrative inquiries and questions within 24 hours of receipt

Personality Traits that will help you thrive in this position:

• Customer Service Oriented: You are often the first point of contact with our potential clients. A positive and upbeat attitude is critical
• Detail Oriented: You are heavily involved in the day-to-day running of our agency.  A keen eye for detail will be key.
• Professionalism:  As the first point of contact, your professionalism in all correspondence is very important.  It directly reflects our agency’s mission and values.
• Good judgment skills: Trusting yourself to make decisions in certain situations. Using your better judgment and taking ownership of the decision.
• Can work with little direction & always stays two steps ahead of what needs to be done
• Thrives working in a remote atmosphere yet feels part of the team at all times
• Prioritization:  Identifying what is urgent vs lower priority while maintaining a balance for deadlines and how much time tasks/projects will take

Required Skills/Abilities/Experience:

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Proficient in Google Workspace
• Excellent organizational skills
• Exceptional attention to detail
• Thorough understanding of clerical procedures and systems such as recordkeeping and filing
• Efficiency in Quickbooks Online is a plus
• Ability to work independently
• Minimum of two years experience in an executive assistant role

Tools/Software Used in this position:

Google Workspace
Zoom
Teamwork PM
Teamwork Desk
Teamwork Chat
Teamwork CRM
Canva

This position is fully remote and we are looking for professionals on a contractual basis. The contract is for 20 to 25 hours per week.

Tagged as: customer service, detail oriented, judgment skills, prioritization, professionalism