Executive Assistant (FTEA - 06282024 - BF)

Position: Executive Assistant Number of hours: 40 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 - Schedule lead appointments as well as follow up and/or confirm appointments using different communication channels (email, chat, calls.) - Assist in payroll processing - Contact new leads, referrals, etc. using different channels of communication (email, chat, calls.) - Knows how to do lead prospecting and follow the company’s buyer persona - Basic social media management including, but not limited to, social media posting, digital marketing management - 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: - 2-3 years of work experience as a Virtual Executive Assistant for C-level executives or a relevant role - Proven experience in lead generation especially using LinkedIn - Experience with social media management and content creation is a must - Knowledge with ConstructConnect and Blue Book by Dodge Construction Network - Ability to resolve complex administrative problems independently and perform tasks that are diverse and advanced. - High level of ethics, trustworthy and ability to maintain confidentiality at all times with all situations and documentation. - Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.) - Experience with word-processing software and spreadsheets (e.g. MS Office) - Knowledge of online calendars and scheduling (e.g. Google Calendar) - Excellent phone, email and instant messaging communication skills - Ability to call, connect, and interact with potential customers - Knows how to craft responses and do meaningful conversations with a pleasing personality - Familiarity with lead generation tools, CRM system and marketing automation platforms - Very particular on the process of sourcing out leads and what tools to use - Knows how to source out leads for the company’s industry - Strong verbal and written communication skills in English - Exceptional organizational skills and impeccable attention to detail - Ability to complete a high volume of tasks and projects with little or no guidance - Highly organized and detail-oriented; able to efficiently prioritize multiple tasks Originally posted on Himalayas