Executive Assistant/Virtual Assistant

Summary

Join our client, a thriving coffee company, as their Executive Assistant! This full-time, permanent, work-from-home position offers a unique schedule (11 AM to 2 PM and 10 PM to 3 AM PH Time, Monday-Friday). You will provide comprehensive administrative and project support to the company founders, managing communications, projects (using Monday.com), and various administrative tasks. The ideal candidate possesses at least two years of EA experience, strong communication and organizational skills, and proficiency in Excel and Monday.com. This role offers the chance to be part of a dynamic team in a supportive and enjoyable work environment.

Requirements

• At least 2 years of EA experience
• Proficiency in Excel and Monday.com and other project management software is required
• Excellent and proven communication skills – both written via email correspondence and verbal skills
• Fast learner
• Ability to work well with a remote team
• Attention to detail and accuracy
• Organizational Skills
• Ability to meet deadlines
• Requires minimal supervision
• Good numeracy skills and basic book-keeping experience

Responsibilities

• Handle all forms of administrative tasks
• Manage & follow up with email communication as assigned
• Develop a process around providing a daily morning message or report summarizing emails using “Importance & Urgency” as key indicators for prompt attention
• Respond to emails on behalf of the founders
• Manage projects (using Monday.com) and follow up with various external & internal stakeholders to check and ensure that specific tasks are followed through and completed
• Make & receive phone calls on behalf of Jacob
• Organize files in appropriate Google drives
• Manage annual renewals & payments – eg: insurance policies, business licenses & shop permits
• Attend online meetings over Google Meet or Zoom and take meeting minutes. Post online meeting, to take care of any follow up work
• Download invoices from various websites eg Cropster, Favor/HEB, Insurance portals, etc and upload into Hubdoc
• Assisting with miscellaneous small one-off projects or duties as needed
• Data entry of selected information (when assigned). For example, collating information from invoices regarding packaging stickers
• Maintaining and updating product price lists, customer and vendor contact information in the relevant software platforms
• Scheduling payments for approval via Melio
• Basic research to find or compare information

Preferred Qualifications

• Experience working night shift/ graveyard shift (US SHIFT) is preferred but not required
• Familiarity with Hubdoc, Xero and Melio would be advantageous
• With Project Management experience

Benefits

Work From Home