Part-time Virtual Assistant - Contract to Hire

Position Overview: We are seeking a highly organized, discreet, and proactive Executive Assistant to support our CEO. This virtual role requires a self-motivated individual with exceptional communication skills and the ability to manage a variety of tasks in a fast-paced environment. The ideal candidate will be responsible for managing the CEO?s calendar, coordinating meetings, handling... confidential information, and assisting with social media and website updates.

Key Responsibilities:

Confidentiality and Discretion:

Handle all confidential information, meetings, and correspondence with the utmost discretion.

Expense Management:

Organize and manage receipts (both physical and digital) for submission to the Accounts Manager.

Assist in organizing expenses for tax purposes, ensuring all client-related expenses are accurately documented.

Client Communication:

Coordinate with the Accounts Manager to ensure seamless client communications and timely execution of deliverables.

Manage and update the CEO's calendar with client meetings, ensuring all conferencing systems are correctly linked.

Scheduling and Calendar Management:

Schedule meetings, appointments, and events, placing holds on potential meeting times and confirming details in a timely manner.

Include time zones, travel times, and necessary details (e.g., Zoom links, restaurant reservations) for all appointments.

Ensure that the CEO?s preferences are reflected in all scheduling, including travel arrangements and in-person meetings.

Travel Arrangements:

Book travel through AMEX Travel, ensuring direct flights, aisle seats and travel coordination

Manage all travel logistics, including departure times and accommodations, and update the CEO's calendar accordingly.

Support for Event Schedule:

Manage scheduling for events/ shows viewings, prioritizing matinees and aisle seats, and coordinating with others as needed.

Operational Support:

Provide daily updates on key tasks and events through email or Slack, allowing the CEO to stay informed and provide necessary input.

Regularly check in with the CEO to ensure alignment on priorities and task management.

Assist with personal tasks, including managing the CEO's travel schedule between locations and updating relevant calendars.

Client Relations:

Assist with remembering and managing client birthdays, special occasions, and staff anniversaries.

Maintain a list of client contact details for sending gifts and cards as needed.

Qualifications:

Proven experience as an executive assistant or similar role, preferably in a virtual setting.

Exceptional organizational and time-management skills.

Strong communication abilities, both written and verbal.

Proficiency with digital tools and platforms (e.g., Zoom, Slack, social media, website management).

Ability to handle confidential information with discretion and professionalism.

Flexibility and adaptability to manage a wide range of tasks and respond to changing priorities.

Key Attributes:

Proactive: Able to anticipate needs and take initiative in managing tasks and responsibilities.

Detail-Oriented: Strong attention to detail, especially when managing complex schedules and confidential information.

Tech-Savvy: Comfortable with digital tools and willing to learn new technologies to support the CEO?s needs.

Culturally Aligned: Understands the CEO?s working style and aligns with the company?s culture.

This position offers a unique opportunity to work closely with a dynamic CEO and be an integral part of the company's operations. If you are highly organized, enjoy a fast-paced environment, and are passionate about supporting executive leadership, we would love to hear from you

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