Remote Senior Office Manager, Executive Assistant

Summary

Join a great company culture that is empowering maturity in the workplace with strong professionalism and thirst for learning as a Senior Virtual Office Manager and Executive Assistant.

Requirements

• Digitally native with advanced proficiency in (preferably) Office 365 (Excel, Word, Outlook etc) and a CRM system (e.g. Trello, Clickup, HubSpot etc)
• Exceptional written and spoken English
• Strong ability to manage multiple tasks and priorities in a fast-paced environment
• Meticulous attention to detail and a commitment to producing high-quality work
• Strong analytical and problem-solving skills, with the ability to think critically and make informed decisions
• Flexibility and adaptability to changing demands and new technologies

Responsibilities

• Efficiently manage and organize the schedules and inboxes of senior executives, ensuring all appointments and communications are handled promptly and professionally—both by phone and email
• Prepare detailed and comprehensive reports, presentations, and other documents as required by senior management
• Using tools such as Trello/OneNote, Click-up to manage day-to-day tasks and prioritisation as well as projects and longer-term goals
• Completing and filing key reports for the various companies
• Keep the businesses accounts UpToDate
• Assist with high-level administrative tasks, including contract management, document preparation, and coordination of various projects
• Conduct thorough research on a wide range of subjects, providing actionable insights and recommendations to support decision-making processes
• Maintain and enhance professional relationships by managing LinkedIn accounts, following up on networking opportunities, and coordinating communication with key stakeholders
• Organize and coordinate internal and external meetings, including preparing agendas, attending virtual meetings to take notes, and ensuring follow-up actions are completed
• Plan and manage complex travel itineraries, including booking flights, accommodations, and transportation for senior management
• Handle sensitive information with the utmost confidentiality and discretion, maintaining the highest standards of data security
• Oversee the virtual office environment, ensuring smooth operations and efficiency in all administrative functions
• Build a contact management system within a CRM you’re familiar with to manage and streamline contact management, workflows, track progress, and ensure timely completion of tasks and meetings
• Act as a liaison between senior management and various internal and external stakeholders, ensuring clear and effective communication