I'm looking for someone who is smart, extremely organized, discrete, dedicated and trustworthy to be my executive virtual assistant. I'm looking for an effective individual who is extraordinarily detail-oriented. PLEASE NOTE: This is not an entry-level assistant position. You MUST have at least 2+ years experience as a Virtual Executive Assistant for an executive and/or business owner. I expect this role to be varied. There can be periods of relatively few interruptions to work on long-term projects. Occasionally, this can be a fast-paced, extremely detail-oriented and high-pressure role. You'll handle my personal as well as business details, including travel, file organization, corporate compliance tasks, some scheduling, customer calls and coordination with third parties. I have high expectations for myself and those with whom I work. My expectations for those working with me is to demonstrate ownership and accountability in their conduct and effectiveness. I am looking for someone with extreme attention to detail who enjoys negotiating deals, finding and coordinating the best service providers, optimizing travel arrangements, and who is proactive, system-oriented, and with whom it is pleasant to work. Initially, this will be a part-time role, with a vision to grow responsibilities as we develop trust working with each other. This position is designed to be remote, so you can work anywhere in the US. We communicate via email, text, chat, and phone. TASKS AND RESPONSIBILITIES Assist with corporate compliance details including generating corporate minutes, interacting with bookkeeping/accounting, and reconciling accounts. Assist with the creation/review of business documents, contracts, and create/maintain an organized digital filing system. Facilitate real estate transaction tasks. Handle personal details such as shopping, ordering gifts, scheduling personal appointments, arranging service/maintenance calls, and maintaining household items. Book travel arrangements, including lodging, transportation, and activities. Arrange calls, meetings, and conferences as well as maintaining a personal and professional calendar all while making sure all details are handled in a clear and organized manner. Assist with monitoring of my inbox and emails, including responding to clients, customers, partners, and other business and personal contacts. KNOWLEDGE & SKILLS Capability and confidence to proactively suggest and set up new systems and processes in order to streamline business and personal organization and functions. Ability to accomplish tasks and solve problems with minimal or no guidance. High level of experience and comfort with Google Apps. Workable knowledge of Podio, Evernote, MindMeister, and Zapier. Workable knowledge of real estate transactions. Ability to quickly learn new software applications. Ability to work under pressure to quickly and efficiently problem solve, while managing interruptions. Ability to manage multiple incoming requests, while ensuring that they are correctly prioritized, and relayed or handled at the appropriate time. EDUCATION & EXPERIENCE At least 2+ years of experience as an Executive Assistant for a C-level executive, physician, or business owner. Must have exceptional organization skills, be detail oriented and highly efficient. Trustworthy, discreet, and possessing strong personal integrity. Workable initial knowledge of a real estate transaction and the tasks necessary to complete, with a willingness to learn knowledge gaps. Exceptional ability to communicate progress on multiple projects. Forward-thinker who can proactively handle circumstances and situations to head off any crisis situations. Experience managing an executive calendar. Must possess schedule flexibility. Top-notch communication via email and phone, external and internal. Proven ability to prioritize tasks. As this is a virtual position, must be a self-starter, highly disciplined, self-motivated and able to work independently with minimal oversight. Must be comfortable developing and working in a virtual relationship, and having a limited amount of face-time. less more
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