Executive Support Professional
7 days ago
This is a remote job that requires a high level of organizational and communication skills. As an Executive Support Professional, you will be responsible for managing the executive's calendar, coordinating meetings, and ensuring all appointments run smoothly and on time. You will also handle confidential correspondence and serve as the primary point of contact for both internal and external communications.
The role involves providing strategic assistance to the executive by conducting in-depth research on trends, industry best practices, and comparative data. You will present your findings in clear, actionable reports and prepare detailed financial summaries, including creating and sending statements or invoices, tracking payments, and recording expenses.
You will also be responsible for organizing and maintaining files, documents, and other essential records. Additionally, you will manage data entry tasks, including preparing lead lists, transcribing audio, and compiling meeting minutes.
Duties and Responsibilities:- Executive Support: Manage the executive's calendar, coordinate meetings, and ensure all appointments run smoothly and on time. Handle confidential correspondence and serve as the primary point of contact for both internal and external communications.
- Strategic Assistance: Conduct in-depth research on trends, industry best practices, and comparative data, presenting findings in clear, actionable reports. Prepare detailed financial summaries, including creating and sending statements or invoices, tracking payments, and recording expenses.
- Administrative Excellence: Organize and maintain files, documents, and other essential records. Manage data entry tasks, including preparing lead lists, transcribing audio, and compiling meeting minutes.
- Project and Task Management: Monitor ongoing projects, ensure timely communication between teams, and track deliverables. Coordinate team calendars and prevent scheduling conflicts.
- Travel and Event Coordination: Plan and prepare executive travel itineraries, book accommodations, and handle logistics.
- Communication and Inbox Management: Draft, reply to, and manage emails, follow up on correspondence, and organize inboxes according to executive preferences.
- Data and Presentation Preparation: Synthesize data into cohesive reports and create presentation slides for meetings and conferences.
- Marketing and Social Media Management: Oversee account profiles, manage reviews, and upload relevant media content as needed.
- Ad Hoc Tasks: Perform miscellaneous tasks to support the executive's needs and priorities.
- A minimum of 5 solid years of experience as an Executive Assistant to C-levels (CEO, COO etc).
- A University Bachelor's degree from a reputable institution.
- Excellent phone, email, and instant messaging communication skills.
- Exceptional English communication skills, both written and verbal (C1 - C2 Level).
- Solid organizational & time management skills.
- Tech savvy & familiar with current technologies, like desktop sharing, cloud services, and VoIP.
- Experience with word-processing software and spreadsheets (e.g., MS Office).
- Knowledge of online calendars and scheduling (e.g., Google Calendar).
- Proactive attitude & willingness to be trained.
- Able to work on a graveyard shift.
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