General Virtual Assistant

Summary

Join our team as a General Virtual Assistant and provide comprehensive administrative support to a client. You will manage the executive’s schedule, communications, travel arrangements, and document preparation. This role requires excellent organizational and multitasking abilities, strategic thinking, and project management experience. You will act as an operational partner connecting multiple departments. High-level English skills are required, and a Bachelor's degree is preferred. Previous experience as an Executive Assistant or in a similar administrative role is necessary.

Requirements

• High-level English speaking and writing skills are required
• Previous experience as an Executive Assistant or in a similar administrative role
• Must have strategic thinking capabilities and prior project management experience
• Proven ability to act as an operational partner, working across multiple departments
• Previous experience working in EST
• Exceptional organizational and time management skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• High attention to detail and strong problem-solving abilities
• Ability to handle confidential information with discretion
• Reliable internet connection and a dedicated workspace for remote work

Responsibilities

• Efficiently manage the Executive's calendar, including scheduling appointments, meetings, and events
• Address and resolve scheduling conflicts to maintain an organized calendar
• Manage all forms of communication for the Executive, including phone calls, emails, and other correspondences
• Draft, edit, and proofread documents to ensure clear and effective communication with stakeholders
• Plan and organize all aspects of business travel, including flights, accommodations, and transportation
• Prepare detailed travel itineraries to ensure all arrangements are confirmed and in place
• Create, edit, and proofread various documents, presentations, and reports
• Compile necessary information and materials for meetings and presentations
• Organize and maintain files, records, and contacts, ensuring all databases are kept up-to-date
• Safeguard the confidentiality and security of sensitive information
• Coordinate and schedule meetings, prepare agendas, and attend meetings to take accurate minutes
• Summarize key points and distribute relevant materials post-meeting
• Assist the Executive in prioritizing tasks and managing deadlines effectively
• Proactively identify and address urgent matters
• Handle all confidential information with the utmost discretion
• Maintain a high level of confidentiality in all matters related to the Executive and the organization
• Assist in the planning and coordination of events, conferences, and special projects as required
• Ensure all logistical details are managed efficiently
• Conduct research on various topics as requested
• Present findings in a clear, concise, and organized manner
• Collaborate with other administrative professionals and team members as needed
• Serve as a liaison between the Executive and other departments
• Contribute to strategic initiatives by supporting project planning and execution
• Act as an operational partner, connecting multiple departments and aligning activities across teams
• Provide high-level support beyond administrative tasks

Preferred Qualifications

Bachelor's degree in Business Administration, Engineering or a related field is preferred

Benefits

Flexibility in working hours may be necessary to accommodate the Executive's schedule