Virtual Executive Assistant / Full-time (Remote)

Job Description

Executive Assistant will work closely with the team in a dynamic, fast-paced environment. We might have a little fun, too! This trusted partner maintains focus on executive and team priorities, ensures expectations are clear, takes a leadership role with staff meeting agendas, drives action item follow-up, and assists in internal events and organizational communications. Ideal candidate is confident, pleasant, organized and dedicated.

Essential performance objectives of the position:

• Enhance productivity of executive by assuming responsibility for key outcomes and deliverables
• Advanced communication skills including writing draft responses
• Executive Focus, establishing strategic planning, organizing, and ability to turn ideas into a plan
• Influence, align, and support the vision
• Maintain highest level of confidentiality
• Proactively manage all domestic and international travel arrangements, including air, hotel & ground transportation, visa preparation, and detailed itineraries
• Work with local and international teams to ensure trip objectives, outcomes, and presentation expectations are identified, communicated and agreed to in advance of departure
• Accurately complete complex expense reports, including multi-currency and exchange rates
• Proactive and strategic management of calendar and communications
• Ensure meeting objectives, agenda, and preparation requirements are communicated in a timely manner
• Compile and own meeting agenda, capture notes, track action items, and follow-up to ensure completion
• Research and/or prepare materials for meetings and presentations; compile reference materials as needed as directed by executive
• Assist with planning and execution of large meetings and events
• Executive Liason, internal and customer facing
• Proactive budget assistance and tracking
• Submit invoices and manual check requests & wire transfers for payment
• Order business cards, supplies, meals, equipment, and other items as necessary
• Proactively take on new tasks or projects that increase efficiency and drive acceleration to the business
• Partner with Human Resources and Executives on Admin Initiatives (recruiting, training and development, and recognition)
• Build and maintain trusting effective working relationships with internal and external admins
• High level of professional maturity and presence
• Assists with establishing administrative standards for the department
• Consistently demonstrates positive attitude
• Motivates others toward completion of tasks and assignments

Requirements

• College degree preferred
• Excellent communication and organization skills
• 10 years’ experience supporting senior executives in med-large organization >5,000 employees
• Advanced skills in Microsoft Office
• Exceptional calendar management skills with significant experience displaying good judgment and time management skills
• Superior multitasking skills with demonstrated ability to successfully handle multiple projects/ assignments
• Ability to judge the relative importance of issues and act independently to address them
• Highest level of Professional Maturity / Emotional Intelligence:
• High tolerance for ambiguity
• Ability to assess emotions and perspectives
• Ability to separate emotional feelings, able to take the good with the bad
• Ability to make decisions in the best interest of the organization
• Proven ability to handle sensitive and confidential material and information with discretion
• Partnering to balance business and personal commitments
• Proven ability to quickly learn new systems and processes
• Intelligence, common sense, business awareness, and integrity
• Is current and proficient in trends, concepts, technologies, and best practices within profession

Skills