Executive Assistant

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Role Summary
A DOXA Executive Assistant plays a pivotal role in an organization, providing direct support to an executive. This position requires exceptional organizational skills, the ability to handle confidential information with discretion, and a strong proficiency in both verbal and written communication. This role includes two weeks of paid training time to start. DOXA EAs work exclusively with one client, based in the United States.

Role Summary
A DOXA Executive Assistant plays a pivotal role in an organization, providing direct support to an executive. This position requires exceptional organizational skills, the ability to handle confidential information with discretion, and a strong proficiency in both verbal and written communication. This role includes two weeks of paid training time to start. DOXA EAs work exclusively with one client, based in the United States.
At DOXA, our goal is to help you learn and grow with your client. We deliver by supporting you in your learning journey and surrounding you with an Executive Assistant community. You must be open to learning new things and embracing opportunities.
WORK SCHEDULE: 9:00 – 6:00 PM PST, MST, CST, or EST as determined by DOXA and client need
POSITION TYPE: Full Time
WORK ARRANGEMENT: Remote
Essential Functions

• Executive Support: Own executive email and calendar management, including prioritizing, delegating, and preparing correspondence on behalf of the executive. This may also include supporting the executive’s brand via social media, podcasts, etc.
• Managing Up: The DOXA EA is a driven, proactive individual motivated by their impact. You excel at optimizing your executive’s time and workload effectively, with an ability to speak up and stay ahead of potential problems by providing the right information at the right time.
• Effective Communication: Act as first point-of-contact and gatekeeper for the executive. You will drive internal and external communications, presentations, reports, and more.
• Anticipating Needs: You have an ability to understand an executive’s preferences, work style, and priorities. This could involve preparing materials for meetings, anticipating travel needs, or preemptively addressing scheduling conflicts. You are always one step ahead.
• Meeting Management: Coordinate and facilitate executive-level meetings, including agendas, taking notes, and following up on action items with stakeholders.
• Project Management: Including planning, ensuring they align with executive priorities, holding team members accountable, and following through with stakeholders.
• Personal Assistance: Support the executive in personal areas such as appointments, events, home needs, etc.
• Continuous Improvements: You seek ways to improve executive efficiency and effectiveness by streamlining processes and implementing new solutions.
  

Qualifications

• Bachelor’s degree in Business, Finance, Management, Marketing, or similar preferred.
• You must have 2+ years of experience as an Executive Assistant fulfilling similar duties and directly supporting an executive
• Strong computer aptitude, which includes experience with Microsoft 365, G-Suite, Canva, Zoom, Dropbox, Calendly, Slack, Trello/Monday.com/Basecamp/Asana (or similar), Adobe Acrobat, LastPass, LinkedIn, CRMs, ChatGPT, MidJourney/DALL-E (or similar), Jasper, AI Meeting tools, Expense Management tools.
• Strong organization, oral and written communication skills
• Analytical skills with particular attention to detail
• Aptitude in data management, analytics, reporting preparation
• Ability to function in an autonomous environment — independent worker, self-directed

Seniority level

• Seniority level Entry level

Employment type

• Employment type Full-time

Job function

• Job function Administrative
• Industries Outsourcing and Offshoring Consulting

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