Executive Assistant (ST - 07062024 - PTEA)

About the position

Position: Executive Assistant Number of hours: 10 hours/week Schedule: EST Tasks required: Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements 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-ups Handle 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 proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role is required Knowledgeable or at least familiar with apple products Hands-on experience in graphic design tools such as Canva Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.) Knowledge of online calendars and scheduling (Calendly, Google Calendar) Excellent verbal and written English communication skills Discretion and the ability to handle confidential information Excellent phone, email and instant messaging etiquette 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