Executive Assistant (ST - 07062024 - PTEA)

Position: Executive Assistant Number of hours: 10 hours/week Schedule: EST Tasks required: • Maintain and coordinate executive calendars, ensuring effective time management and scheduling of meetings, appointments, and travel arrangements • Serve as the primary point of contact between executives and internal/external stakeholders, including screening and prioritizing emails and phone calls • Plan, book, and organize complex domestic and international travel itineraries, including flights, accommodations, and ground transportation as needed • Prepare and edit reports, presentations, and documents, while maintaining an organized filing system for easy retrieval • Assist in preparing meeting agendas, taking meeting minutes, and ensuring timely distribution of materials to participants • Provide project support by conducting research, gathering data, and assisting with project coordination and follow-ups • Handle sensitive and confidential information with the utmost discretion and professionalism • Proactively identify and resolve administrative issues, demonstrating a solution-oriented approach • Collaborate effectively with other team members and departments to ensure seamless workflow and the achievement of organizational goals • Other ad hoc tasks that would be assigned Requirements : • Must have proven work experience as a Virtual Executive Assistant for C-level executives or a relevant role is required • Knowledgeable or at least familiar with apple products • Hands-on experience in graphic design tools such as Canva • Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.) • Knowledge of online calendars and scheduling (Calendly, Google Calendar) • Excellent verbal and written English communication skills • Discretion and the ability to handle confidential information • Excellent phone, email and instant messaging etiquette • Highly organized and detail-oriented; able to efficiently prioritize multiple tasks • Adaptability and a proactive mindset • Professional demeanor and strong interpersonal skills • Ability to work independently and in a team-oriented environment • Self-disciplined and organized; able to consistently hit daily and monthly targets with limited supervision Originally posted on Himalayas