Job description
Operations Assistant
We are seeking a proactive and highly organized Remote Executive Assistant to provide comprehensive support to our C-Level executive(s). The ideal candidate will be a self-starter with exceptional communication skills and the ability to manage multiple priorities in a fast-paced environment. This role requires a high degree of confidentiality, professionalism, and adaptability. The Remote Executive Assistant will act as a gatekeeper, manage the executive’s day-to-day tasks, and ensure smooth operations across various time zones.
Key Responsibilities:
- Calendar Management: Coordinate and manage complex schedules, including meetings, appointments, and travel arrangements across multiple time zones. Prioritize meetings and ensure optimal time management for the executive.
- Email Management: Manage the executive’s inbox, draft and respond to emails on behalf of the executive, and handle all correspondence with discretion.
- Meeting Preparation: Prepare agendas, documents, and presentations for meetings. Take detailed notes and follow up on action items post-meeting.
- Travel Arrangements: Book and coordinate domestic and international travel, including flights, accommodations, and transportation. Create detailed travel itineraries and handle any issues that arise.
- Project Coordination: Assist in managing various projects, ensuring deadlines are met and communication is clear between stakeholders.
- Document Management: Organize and maintain files, contracts, reports, and other critical documents. Ensure all information is accessible and properly filed.
- Expense Reporting: Track and manage the executive’s expenses, prepare reports, and ensure timely submission of receipts for reimbursement.
- Liaison Role: Act as a liaison between the executive and internal teams, clients, and external partners. Ensure clear communication and follow-up on important matters.
- Confidentiality: Handle sensitive and confidential information with the utmost discretion.
Qualifications:
- Experience: At least 1 year of experience as an Executive Assistant, with at least 2 years supporting a C-Level executive, preferably in a remote capacity.
- Education: Bachelor’s degree or equivalent work experience preferred.
- Technology Proficiency: Strong proficiency with Microsoft Office (Word, Excel, PowerPoint) and Google Suite (Gmail, Calendar, Drive). Familiarity with project management and communication tools (e.g., Slack, Asana, Zoom, or Trello).
- Exceptional Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and adapt quickly in a fast-paced, remote environment.
- Communication Skills: Excellent verbal and written communication skills, with a strong ability to draft professional correspondence and interact with high-level stakeholders.
- Problem-solving: Ability to anticipate needs, resolve issues independently, and take initiative in a dynamic work environment.
- Time Zone Flexibility: Willingness to adjust working hours to accommodate various time zones, especially for international travel and meetings.
- Attention to Detail: High level of accuracy in managing schedules, correspondence, and documents.
Preferred Qualifications:
- Experience working in a U.S.-based enterprise or supporting U.S.-based executives.
- Familiarity with tools like Concur (expense management), ZoomInfo (research), or Salesforce (CRM).
- Ability to manage the executive’s personal tasks and handle ad-hoc requests when needed.
