Core Competencies:
- Ethics. Works with integrity; Upholds organizational values.
- Dependability. Follows instructions, responds to management direction; results oriented and committed to achieving objectives and tasks as required.
- Teamwork and Collaboration. Exhibits objectivity and openness to others views; Gives and welcomes feedback; Contributes to building a positive culture. Communicates effectively.
- Professionalism. approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration; Accountable of all actions and decisions.
- Organizational Support. Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values.
- Quality Management. Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
- Decision Making. Analyzes each situation, looking for opportunities to make any situation more beneficial for the company. Participates effectively in communication to achieve optimum results.
Tasks required:
- Provide high-level confidential administrative support to the CEO first and foremost, and the Senior Leadership team as required.
- Manage and maintain CEO’s extremely active calendar of appointments, schedules and travel arrangements.
- Screen CEO’s emails, archive and professionally compose replies/correspondence on behalf of the CEO when required.
- 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-upsHandle 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 3 years of proven work experience as a Virtual Executive Assistant to the President/CEO or a relevant role
- Familiarity with current technologies, like desktop sharing, cloud services and VoIP (G Suite, Zoe, BAsecamp, Zoom, Slack, Asana, Notion, etc.)
- Strong proficiency in office software and communication tools
- Knowledge of online calendars and scheduling (Calendly, Google Calendar)
- Expert level written and verbal communication skills, including the ability to ask clarifying questions and work with senior management, internal and external clients.
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Discretion and the ability to handle confidential information
- Excellent phone, email and instant messaging communication skills
- Highly organized and detail-oriented; able to efficiently prioritize multiple tasks
- Adaptability and a proactive mindset
- Professional demeanor and strong interpersonal skills
- 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
