Executive Assistant - SaaS

Position: Executive Assistant
Number of hours: 5 hours/week (will potentially increase hours)
Schedule: UK Time
Tasks required:

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Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements

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Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls

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Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed

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Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval

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Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants

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Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups

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Handle sensitive and confidential information with the utmost discretion and professionalism

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Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach

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Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals

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Other ad hoc tasks that would be assigned

Requirements :

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Proven work experience as a Virtual Executive Assistant supporting C-level executives or in a similar administrative role

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Prior experience working with UK and US-based clients is highly preferred

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Expertise in calendar management , including scheduling across time zones (Google Calendar, Calendly)

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Strong email management skills , including inbox organization, drafting responses, and follow-ups

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Client coordination experience , ensuring timely communication, meeting preparation, and task follow-through

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File and document management , including cloud-based organization and secure file sharing

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Familiarity with UK and US tax filing processes is a strong advantage

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Proficiency with current technologies and tools, such as GSuite, Zoom, Slack, Asana, Notion , and other cloud-based platforms

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Advanced skills in office software and communication tools

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Excellent verbal and written communication skills in English

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Discretion and the ability to handle confidential and sensitive information

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Excellent phone, email, and instant messaging etiquette

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Highly organized and detail-oriented , with the ability to efficiently prioritize multiple tasks

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Adaptable and proactive , with strong problem-solving skills

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Professional demeanor and strong interpersonal skills

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Ability to work independently and collaborate effectively in a team-oriented environment

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Self-motivated and disciplined , capable of meeting daily and monthly targets with minimal supervision

Originally posted on Himalayas