Executive Assistant

This is a remote position.

Executive Assistant to the CEO

Location:Remote

Job Type:Full-Time

Job Overview:

We are seeking a highly organized and proactive Executive Assistant to support our CEO by managing key administrative tasks and customer communications. The ideal candidate will have experience in customer support or account management, equipping them to handle inquiries from potential high-ticket clients. This role is ideal for someone with a strong customer-focused background who can effectively manage both executive tasks and client-facing communications. Your work will directly enable the CEO to focus on strategic priorities by streamlining workflows and saving time.

Key Responsibilities:

1. Digital Workflow and Calendar Management

   • Email Management:Organize and prioritize the CEO’s inbox, drafting responses for standard inquiries, particularly those from prospective clients.
     
   • Calendar Optimization:Efficiently manage the CEO’s calendar, scheduling meetings and blocking time for high-priority activities.
     
   • Meeting Preparation:Prepare summaries, documents, and key points to ensure the CEO is briefed and prepared for engagements.
     

2. Customer Inquiry Support and Communication

   • Responding to Client Inquiries:Use your customer support experience to address initial inquiries from potential clients, using pre-written responses and FAQs provided by the CEO.
     
   • Engagement with Prospective Clients:Approach interactions with a service-oriented mindset to turn inquiries into positive client experiences.
     
   • Coordination for Technical Queries:Liaise with internal teams as needed for technical inquiries, ensuring clients receive timely and accurate responses.
     

3. Task and Project Ownership

   • Project Tracking:Manage projects from start to finish, ensuring deadlines are met and keeping the CEO informed of progress.
     
   • Process Improvement:Identify and implement efficiencies in daily workflows to streamline tasks and reduce interruptions.
     
   • Accountability:Maintain a checklist of tasks and provide regular updates to the CEO, flagging any potential issues early.
     

4. Financial and Administrative Support

   • Expense and Invoice Management:Oversee financial workflows, including tracking expenses, processing invoices, and reconciling transactions.
     
   • Document Organization:Maintain well-organized digital files, contracts, and documentation for quick access and reference.
     
   • Travel and Event Logistics:Coordinate travel arrangements with detailed itineraries to ensure seamless logistics for the CEO.
     

5. Executive-Level Support and Proactive Problem Solving

   • Problem Solving:Independently handle issues and resolve challenges, minimizing the CEO’s time spent on routine matters.
     
   • Time-Saving Initiatives:Regularly assess tasks to find opportunities for efficiency, implementing solutions to free up the CEO’s time.
     
   • Flexible Support:Take on a range of tasks as needed, bringing initiative and a high degree of ownership to each responsibility.
     

Requirements

Ideal Candidate Traits:

• Customer-Centric Communication Skills:With experience in customer support or account management, you’re adept at handling inquiries professionally, building positive client experiences.
  
• Organized and Proactive:You excel in managing time, prioritizing tasks, and keeping organized while anticipating the CEO’s needs.
  
• Tech-Savvy:Proficient with digital tools such as Google Workspace, Slack, and project management software, with an aptitude for learning new systems.
  
• Trustworthy and Discreet:You handle sensitive information with confidentiality, especially in client and financial interactions.
  

Required Experience:

• 2+ years of experiencein a customer support or account management role, ideally supporting senior leadership in an administrative or client-facing capacity.
  
• Proven ability to handle high-priority communications and workflow management.
  
• Familiarity with CRM and project management tools, with the flexibility to learn new systems as needed.