Executive Assistant

About Our Client

An innovative, work-life balanced company seeks experienced and educated remote executive assistants to support clients' personal and professional needs. The US-based Virtual Assistants (VA) are dedicated to meeting and exceeding client expectations.

About The Role

The Virtual Assistant plays a crucial role as the main point of contact for clients, working independently while receiving support from an assigned Account Supervisor. This supervisor will assist in managing the client-VA relationship, making modifications, addressing queries, providing feedback on quality, and resolving delegation issues.

In this role, the VA provides high-level professional administrative services by completing tasks and projects as assigned by clients, ensuring timely execution and adherence to quality standards. Familiarity with each client’s needs and preferences is essential, along with proactive communication with both clients and Account Supervisors. Virtual Assistants are generally expected to be available during business hours **as agreed upon with each client;** however, round-the-clock availability is not required. Responsibilities include sending weekly usage reports, responding to communications within a two-hour timeframe, maintaining detailed and up-to-date client profiles, and following best practices for success.

Essential Duties and Responsibilities

**Project Management and Organization:**

- Facilitate on-time project and goal completion.

**Personal and Business Calendar Management:**

- Schedule and coordinate appointments as needed.

- Proactively monitor calendars to identify potential conflicts and ensure efficient time utilization.

**Research:**

- Conduct research on events, travel, projects, etc.

- Deliver research results to team members within an established timeframe, based on best practices learned in training.

**Purchases:**

- Ensure that purchases align with client specifications.

- Organize expense reporting and documentation as necessary.

**Administrative Tasks:**

- Includes but is not limited to: inbox management, transcription, standard business correspondence, and data entry.

**Email Inbox Management:**

- Organize and respond to emails based on specific guidelines provided by the client and in line with company policies.

**Social Media Management and Marketing**

**Attend Meetings Virtually:**

- Draft agendas, take meeting minutes, and provide required follow-up.

The VA must maintain continuous, clear communication about task status, needs, and inquiries to their clients, including:

1. Acknowledging all tasks assigned within the established timeframe.

2. Ensuring understanding of expected due dates and communicating any changes or delays.

3. Keeping the client informed of hour usage and renewal dates by sending a Weekly Usage Report and, if requested, end-of-day reporting.

4. Being receptive to feedback from the Account Supervisor regarding Key Performance Indicators, task quality, and time management.

5. Contacting the Account Supervisor for additional task support or client coverage during vacations or illness, with the supervisor facilitating assistance from other VAs.

6. Accurately tracking all billable hours for the client in the official time tracking system.

Desired Skills and Attributes

- Clear, precise, proactive, and professional written and verbal communication skills.

- Effective organization and prioritization skills.

- Ability to multitask across various programs and to learn new software as needed.

- Commitment to a minimum of one year in the role.

- Exceptional attention to detail with the ability to comprehend complex tasks.

- Ability to handle stress in a fast-paced environment.

- Strong interpersonal skills with the capacity to quickly build working relationships.

- Friendly and enthusiastic attitude toward teamwork.

- Proficient in internet/web usage and computer skills.

Qualifications

- Associate’s Degree, Bachelor's Degree, or a minimum of 5 years' experience as an Executive Assistant to C-level executives.

- Minimum of 4 years of administrative experience.

- Preferred experience supporting C-level executives.

- Proficiency with Google Suite and Google Calendar, as well as Microsoft Office.

- Familiarity with task management software such as Trello or Asana.

- Preferred experience with communication platforms like Slack.

- Experience with CRM solutions such as SalesForce, Hubspot, or Zoho is preferred.

- Preferred experience in expense reporting tools like Quickbooks or Expensify.

- Familiarity with travel management systems such as Concur is preferred.

- Experience with social media management tools such as Hootsuite and Wordpress is preferred.

- Familiarity with AI tools is advantageous.

- Reliable internet connection, computer, and phone.

- A typing speed of at least 50 WPM with accuracy.

- Availability during business hours PST or EST Monday-Friday, **unless otherwise agreed in writing with each client.**

Benefits

- Compensation will be provided as a 1099 independent contractor. Virtual Assistants will receive a predetermined amount of their client’s monthly plans, with monthly earnings averaging $1500-$3800, depending on client mix. Following a tenure of six months, revenue splits can increase, contingent upon plan utilization and client retention.