Executive Assistant

Summary

Join our team as a proactive and highly organized Executive Assistant, supporting a Founder and Executive Director in the elder care industry. This remote, full-time role requires managing phone calls, scheduling, email communication, CRM (HubSpot) maintenance, and various administrative tasks. You will play a key role in streamlining operations and improving efficiency. The ideal candidate has 3+ years of experience as an Executive Assistant or in a similar role, strong communication skills, and proficiency in HubSpot and Calendly. This position offers a competitive salary and the opportunity to contribute significantly to a growing business.

Requirements

• 3+ years of experience as an Executive Assistant, Administrative Coordinator, or in a similar role
• Strong experience in phone and email management, calendar coordination, and CRM data entry
• Proficiency in HubSpot, Calendly, or similar scheduling and CRM tools
• Excellent written and verbal communication skills
• Ability to take initiative, solve problems independently, and implement efficient workflows
• Strong organizational and time management skills
• Reliable high-speed internet, a modern laptop with a multi-core processor, and a noise-canceling headset

Responsibilities

• Handle incoming calls, ensure timely responses, and manage call logs
• Organize and schedule meetings using Calendly and keep the executive informed of upcoming appointments
• Oversee inbox triage, draft and review emails, and maintain a system for prioritizing key messages
• Update and maintain HubSpot to track leads, log sales processes, and ensure accurate data entry
• Assist with document organization, mail management, and basic reporting
• Help establish efficient workflows and implement best practices for managing executive responsibilities
• Support business growth by coordinating initiatives, tracking key tasks, and ensuring deadlines are met

Preferred Qualifications

• Experience in social media management
• Assist with posting and managing content on professional social media accounts to maintain an online presence