Executive Assistant (ST - 07062024 - PTEA)

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 Originally posted on Himalayas