Remote Executive Assistant

Summary

Join our awesome team as an Executive Assistant and enjoy a competitive salary package, work from home, medical, dental coverage, life insurance, paid vacation and sick leave, and more!

Requirements

• 3+ years of proven experience as an Executive Assistant or similar role
• Able to support 2 or more C-Level executives simultaneously
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to multitask and prioritize tasks effectively
• High level of professionalism and confidentiality
• Strong organizational and time management skills
• Good communication and interpersonal abilities
• Ability to work independently and remotely

Responsibilities

• Monitor and organize the executive team’s inboxes, ensuring all emails are categorized, flagged, and prioritized appropriately
• Draft, proofread, and send professional emails on behalf of the executive team, maintaining a consistent tone and style
• Respond to routine inquiries, redirecting emails to the appropriate team members when necessary
• Develop and implement email templates for repetitive responses to streamline communication
• Set up automated rules and filters to manage the executive team’s inboxes efficiently, reducing clutter and highlighting critical messages
• Perform data entry tasks, including updating spreadsheets, managing contact lists, and maintaining databases with accurate and up-to-date information
• Prepare and format documents, reports, and presentations, ensuring they meet the company’s standards for accuracy and presentation
• Manage the executive team’s calendar by scheduling meetings, appointments, and calls, taking into account time zones and prioritizing engagements
• Coordinate travel arrangements, including booking flights, hotels, and transportation, while preparing detailed itineraries
• Organize digital files, creating a systematic filing system that ensures quick retrieval of documents when needed
• Assist in the creation of standard operating procedures (SOPs) for recurring administrative tasks to ensure consistency and efficiency
• Conduct thorough research on a variety of topics related to secured debt, market trends, potential investment opportunities, and industry best practices
• Gather and analyze data from multiple sources, compiling findings into comprehensive reports that offer actionable insights
• Stay informed on the latest developments in the finance and investment sectors, providing the executive team with regular updates and summaries
• Investigate potential business partners, vendors, and service providers, evaluating their credibility, reputation, and fit for the company
• Research and recommend tools, software, and technologies that can enhance the executive team’s productivity and streamline business processes
• Track and manage the progress of ongoing projects, ensuring deadlines are met and tasks are completed to the executive team’s satisfaction
• Liaise with internal teams and external partners to gather necessary information, follow up on outstanding tasks, and ensure alignment with the executive team’s priorities
• Set up reminders and alerts for key milestones and deliverables, ensuring nothing falls through the cracks
• Maintain a task management system to organize the executive team’s workload, delegating tasks when appropriate and tracking their completion
• Act as the primary point of contact for all communications directed to the executive team, handling phone calls, messages, and inquiries with professionalism and discretion
• Draft internal communications, memos, and announcements on behalf of the executive team, ensuring clarity and consistency in messaging
• Coordinate and manage virtual meetings, including setting up video conferencing links, preparing agendas, and distributing meeting notes
• Facilitate communication between the executive team and other members, ensuring information flows smoothly and any issues are promptly addressed
• Handle sensitive and confidential information with the utmost discretion, maintaining the executive team’s trust and confidence

Benefits

• Work from home
• Medical, Dental Coverage and Life insurance from day 1 of employment
• Paid Vacation and Sick Leave (with Quarterly Sick Leave Conversion)
• Competitive salary package and annual appraisal
• Financial Assistance Program
• Mandatory Government Benefits and 13th Month Pay
• Complimentary Sleeping Quarters, Coffee at no cost
• Complimentary Office Fitness and Wellness Facilities at no cost
• Regular Company Events, Work Life Balance, and Career growth opportunities