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