Executive Assistant - SaaS

Position: Executive Assistant Number of hours: 5 hours/week (will potentially increase hours) Schedule: UK Time 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: - Proven work experience as a Virtual Executive Assistant supporting C-level executives or in a similar administrative role - Prior experience working with UK and US-based clients is highly preferred - Expertise in calendar management, including scheduling across time zones (Google Calendar, Calendly) - Strong email management skills, including inbox organization, drafting responses, and follow-ups - Client coordination experience, ensuring timely communication, meeting preparation, and task follow-through - File and document management, including cloud-based organization and secure file sharing - Familiarity with UK and US tax filing processes is a strong advantage - Proficiency with current technologies and tools, such as GSuite, Zoom, Slack, Asana, Notion, and other cloud-based platforms - Advanced skills in office software and communication tools - Excellent verbal and written communication skills in English - Discretion and the ability to handle confidential and sensitive information - Excellent phone, email, and instant messaging etiquette - Highly organized and detail-oriented, with the ability to efficiently prioritize multiple tasks - Adaptable and proactive, with strong problem-solving skills - Professional demeanor and strong interpersonal skills - Ability to work independently and collaborate effectively in a team-oriented environment - Self-motivated and disciplined, capable of meeting daily and monthly targets with minimal supervision Originally posted on Himalayas