Remote Executive Assistant (Virtual EA)

ZigZag is looking for an Executive Assistant to join our team!

About our client

Our client delivers luxury-inspired product designed for head-strong, fearless women who love to dress the way they feel. Never lacking in passion, they defies stereotypes, oozes confidence and refuses to be defined. They offers direct to retail, whole sale and private label manufacturing services. Worn and loved by celebrities, influencers worldwide, Our client is proudly stocked in over 15 countries and carried by some of the world’s leading retailers.

About the role

The Executive Assistant is a support role assisting and reporting directly to the Managing Directors in their management of the businesses. Both businesses share the same key executive personnel, so there will be synergy and high growth opportunities in the role.

The virtual EA is a high-level administrator who will be entrusted with the responsibility for managing the executive productivity by managing time and schedule, coordinating projects, and acting as a liaison between managers, team leaders, and external contacts. This role demands exceptional organisational skills, discretion, and the ability to manage multiple priorities in a dynamic, fast-paced environment.

ROLE AND RESPONSIBILITIES

Executive Support and Coordination: Act as an “extension” of the executives.

• Book, schedule, and coordinate meetings, calls, appointments, engagements, and travel arrangements for executives. Ensure all meetings and travel are booked accurately according to each executive’s priorities and requirements, minimizing disruptions and conflict.
• Act as a liaison/point of contact between executives, and internal and external contacts. Handle delegated communications on behalf of executives. Understand, triage, and/or respond to delegated communications according to deadlines and set priorities.

Meetings, Reports, and Project Management: Be active in meetings and projects.

• Prepare notes, materials, lists, reports, presentations, and other supporting documentation to support executive activities including but not limited to meetings, working groups, and project work-in-progress. Documents should be prepared with high accuracy and professional standards.
• Where requested, assist with specific projects and tasks, including research, data analysis, and report preparation. Provide accurate research and analysis within the agreed deadlines. Manage and keep within set budgets.
• Plan and coordinate special projects or events according to objectives and goals, deadlines and timeframes, and other requirements as delegated to you by the Executive Team. Manage and keep within set budgets.

Information Management: Exercise absolute discretion, and maintain and protect, the confidentiality of all information that is handled and accessed. Maintain and update files and records, ensuring that sensitive and confidential information is securely managed and stored. There must be zero (0) incidents of data/information breaches.

Ongoing Functions

• Ad-hoc duties: Ad-hoc duties incidental to the core functions and as requested by management, including supporting the management team (and other teams) with data entry, reporting and analysis of data.
• Attention to detail: For each of the core assistant functions above, apply a skillful, efficient, and accurate method to complete the volume of work assigned.
• Systems and technology: Contribute to the implementation, review, and improvement to the use of systems and technology within our client to promote productivity and efficiency.
• Stakeholder relationships: Build and maintain strong relationships with both external and internal stakeholders to support efficient transactions and effective dispute resolution, i.e. dealing with payments, credits, refunds, and disputes, and otherwise to promote teamwork.
• Time management: Work independently and manage your own workload and time effectively, handling competing priorities. Meet deadlines with minimal deviation from set programmes.
• Personal matters: Assist with ad-hoc duties related to the executive’s personal affairs from time to time. Keep confidential all information and ensure that sensitive and confidential information is securely managed and stored. There must be zero (0) incidents of information breaches.
• General office and teamwork: Work both independently and collaboratively between teams to apply a positive approach to problem-solve business issues as they arise.