Executive Assistant

Summary

Join our team as a Virtual Executive Assistant! This remote position offers a unique opportunity to provide comprehensive support to our General Manager across multiple businesses. You will manage calendars, schedules, and travel arrangements, oversee projects using Monday.com, and handle all communications. Responsibilities include drafting reports, conducting research, and ensuring timely responses. The ideal candidate possesses 3+ years of experience as a Virtual, Executive, or Personal Assistant, proficiency in Microsoft Office and emerging technologies, and excellent communication and organizational skills. This role requires a dedicated workspace and strong attention to detail.

Requirements

• 3 years or more proven experience as a Virtual, Executive, or Personal Assistant
• Proficient in emerging technologies (e.g., AI tools, cloud services, VoIP) and Microsoft Office
• Skilled in word processing, spreadsheets, and online scheduling tools (e.g., Outlook, Google Calendar)
• Strong phone, email, and messaging communication skills
• Excellent organizational, time management, and written communication abilities
• Discretion, confidentiality, and professionalism
• Access to a quiet, dedicated workspace

Responsibilities

• Manage the GM’s calendar, schedule meetings, and coordinate appointments
• Arrange travel plans, itineraries, and accommodations
• Organize and maintain files, documents, and reports
• Track timelines, tasks, and deliverables using Monday.com
• Assist with coordinating environmental research projects and meeting deadlines
• Monitor progress and provide regular updates to the GM
• Draft, proofread, and edit emails, reports, and presentations
• Manage communications, ensuring timely responses and follow-ups
• Prepare meeting agendas and record accurate minutes
• Conduct research to support environmental initiatives
• Compile data for reports, presentations, and publications
• Update databases with relevant information
• Prioritize and manage the GM’s tasks effectively, ensuring nothing falls through the cracks
• Set reminders for important deadlines, meetings, and events
• Review scientific and technical documents for accuracy, grammar, and formatting
• Ensure consistency and quality in all written communications and publications
• Proficient use of Monday.com to manage workflows and enhance team collaboration
• Use tools like Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and any other relevant software
• Assist with the preparation of grant applications, proposals, and environmental assessments
• Coordinate with internal teams and external stakeholders as needed
• Handle other administrative or operational tasks to support the GM effectively

Preferred Qualifications

• Experience with social media management, especially LinkedIn
• Experience with Xero is an advantage
• Familiarity with environmental software or databases is a plus