Virtual Executive Assistant

Overview

POSITION OVERVIEW 

This role has the opportunity to grow significantly.  You will be reporting directly to the Operations Manager to support company growth and the CEO.

You will need to live in the United States or Canada or somewhere that works well within the Pacific Time Zone.  The typical hours for this role are 8:30-5:30 pm Monday-Friday and on occasion, there are hours on evenings and weekends during a launch or other events throughout the year.

MISSION 

The mission of the Executive Assistant is to stay five steps ahead of their leader, support all of the administrative details, and help remove any bottlenecks that slow down the company’s growth and business development.

While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the CEO’s needs and the needs of the business. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the company.

RESPONSIBILITIES

The VV Virtual Assistant will have the following primary responsibilities:

Email management on behalf of the CEO or other team members and within the inbox to assign emails to team members as needed

Complex calendar management and scheduling (both personally and professionally) on behalf of the CEO

Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel.

Social Media Engagement-We need someone who can close the gap on our social media campaigns. This may include, liking, commenting in the CEO’s voice, inviting interactions, retweeting, following, and reaching out to people on LinkedIn.

Support Operations team with business development efforts, which could include email communications, marketing emails, newsletters, email blasts

Content Distribution and repurposing-We have a ton of content that can be repurposed in many ways.  This may include transcribing something in Otter and sending to a copywriter, or trimming a video to share with our social media team.

Ad hoc requests from team members -We are a small team with a lot of work and many times there are small research projects or data entry projects that pop up for other members on our team.  We would like someone who is willing to multitask and be able to assist with ad hoc requests.

Content updates on WordPress website-We would like someone who can assist with adding new content to our website.

Help close the loop on open projects-We are a very goal-based company and have tight timelines for our projects.  We need someone who isn’t afraid to ask for the things that are needed to drive things to completion.

PROFICIENCIES

Financial Knowledge: The EA will have high attention to detail and accuracy, using their existing experience dealing with financial information, their experience supporting busy teams and Executives, and their ground-level understanding of accounting terminology to provide informed administrative support.

Quality Communication: The EA must be an excellent communicator, in both written and oral form. This includes proficiency in spelling, grammar, and punctuation. This also includes being able to take a large amount of information and summarize it quickly both in writing and orally on a regular basis. You must also be able to track communication (and be very responsive) across multiple channels without losing any details. Those channels could include in-person meetings, virtual video calls, Slack messages, text messages, and/or emails.

High Level of Discretion: Since our EA will regularly work with confidential information, discretion and sensitivity regarding financial information is a must.

Team Player: In addition to working directly with the CEO, the A will also work with members of the Finance Team and Operations Team. They’ll need to be able to collaborate and communicate well with these team members, maintaining a can-do spirit and not complaining, making excuses, or gossiping.

Anticipating Needs: As a part of our commitment to enabling our CEO to serve our company and customers at the top of his game, our VA will strive to anticipate needs and eliminate friction at work and home whenever possible. This means you know how to stay five steps ahead of your leader, clearing the path for him to make his greatest contribution.

Affinity for Technology: Our Executive Assistant will be technologically savvy and will not be intimidated by learning new technology. Proficiency in the following tech platforms is ideal: Hubspot, Slack, Zoom, Google Suite, WordPress, Microsoft Office Suite.

Requirements:

Experience: 2-5 years of Executive Assistant experience supporting c-suite executive(s), and supporting busy growing companies

Availability: 15 + hours per week

2+ years of providing complex calendar management, travel, and expense reports for 1 or more executives

Available to complete work, take calls, etc. during business hours Monday – Friday

Previous experience managing multiple clients, accounts, and projects preferred Mac (preferred) or PC Compute and the most recent version of MS Office installed (all programs; PowerPoint, Word, Excel, and Outlook)

Preference to candidates proficient in common online programs/software used by small business owners. (Slack, Harvest, WordPress, Google Suite, Zoom, Calendly, Asana, Hubspot.)

Familiarity with social media platforms (specifically Facebook, LinkedIn, Twitter)

Application Instructions:

To apply, please submit the following via email:

Cover letter and PDF of your resume

Tell us why you would be perfect for this position

StrengthsFinder Top–5 Strengths Report (optional)

Kolbe A Index Assessment (optional)