Executive Assistant (JW - 03122024 - PTEA)

Position: Executive Assistant Number of hours: 25 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 - 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: - Proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role - Background in the Recruitment industry is a huge advantage - Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.) - Strong proficiency in office software and communication tools - 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 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 Originally posted on Himalayas