Executive Assistant – U.S

Job Details

We are seeking an Executive Assistant to work directly with the CEO of the company, to help him in various tasks. The ideal candidate will be a sharp, energetic and dependable individual with a positive attitude and willingness to be a team player.

Responsibilities

• Provide high-level administrative support to executives, including email management, calendar management, travel arrangements, and meeting coordination.
• Attend client meetings with the executive, both in-person and via Zoom, and take detailed meeting notes.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Handle confidential and sensitive information with discretion and integrity.
• Manage client and employee communication during onboarding and off-boarding processes, including conducting surveys.
• Coordinate and manage executive schedules, ensuring efficient time management and prioritization of tasks.
• Act as a liaison between executives and internal/external stakeholders, managing communications and ensuring timely responses.
• Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Assist with special projects and initiatives, providing research, data analysis, and other support as required.
• Maintain and organize files, records, and documentation, both electronic and physical.
• Handle expense reports, invoices, and other financial documentation, ensuring accuracy and timely processing.
• Manage task assignments and basic project management tasks to cover executive, self, and team responsibilities.
• Perform other administrative duties as assigned to support the smooth operation of the executive office.

Requirements

• High school or GED (Bachelor's preferred, Communications degree preferred).
• Exceptional organizational and time-management skills, with the ability to handle multiple tasks and prioritize effectively.
• Strong written and verbal communication skills, with the ability to articulate ideas clearly and interact professionally with diverse stakeholders.
• Proficiency in Google Docs (Sheets, Slides, etc.) and other relevant software applications.
• Highly proactive and forward-thinking, capable of anticipating needs and addressing them before they arise.
• Comprehensive and detail-oriented, with a high level of accuracy in all work performed.
• Tech-savvy and quick to learn new technologies and tools.
• High level of discretion and integrity in handling confidential information.
• Ability to work independently and as part of a team, demonstrating flexibility and adaptability.
• Excellent problem-solving skills and the ability to anticipate needs and proactively address them.
• Ideally, has read "Buy Back Your Time" book by Dan Martell and "The Founder & The Force Multiplier: How Entrepreneurs and Executive Assistants Achieve More Together." by Adam Hergenrother and Hallie Warner.

Preferred Attributes

• Highly motivated with a proactive and positive attitude.
• Adaptable and resilient, capable of managing stress and handling multiple priorities.
• Strong interpersonal skills with the ability to build rapport and trust with team members.
• Creative and innovative thinker, capable of developing and implementing new ideas and strategies.

Benefits

• Flexible environment
• Partial remote work
• Bonus & raise program
• Vacation & personal paid leave

Important Note: To be eligible, you must have a legal status in the USA that does not require any sponsorship or paperwork with the USCIS.

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