Executive Assistant (m/f)

EXECUTIVE ASSISTANT (m/f)
( This is a fully remote position with North American working hours EST )

To be successful in the role, the candidate will observe the following in all duties and responsibilities:

• Learn, become familiar with, and develop an understanding of the preferences of the Executive
• Keep the executive continuously updated. Once you are assigned a task, you will continue to update the Executive as to the status and progress of that task, on a regular and ongoing basis, until the task is complete.
• Take the initiative and anticipate the needs of the Executive. For example, if you know that the executive will be traveling, refer to the travel checklist and ensure that all tasks are completed.
• Develop the trust of the Executive. The Executive should be able to trust that once a task is assigned to the EA, it is as good as done, and to the same level of competence as if she had completed the task herself.
• Ensure that tasks are completed within the guidelines given, and that the Executive does not need to repeat instructions.
• Anticipate and arrange the details to ensure that the Executive can maintain focus on the task at hand without having to spend time on details, in order to present the Company in the best possible light.

Ongoing Duties and Responsibilities: 

Email

• Prioritize the Executive’s inbox and advise her immediately whenever new correspondence is received
• Label emails individually as necessary
• Set up and monitor filters to ensure that email tags can be automated as much as possible, and are functioning correctly
• Ensure that drafts are completed and dispatched daily
• Respond to correspondence as necessary, and utilizing the correct persona (own email or Executive’s email)
• Ensure that all messages are left UNREAD for the Executive until instructions are given regarding how the correspondence should be dealt with

Diary

• Schedule appointments for the Executive
• Manage the Executive’s calendar as needed for both personal and professional obligations
• Ensure that recurring meetings are in the calendar
• Ensure that the Executive receives phone reminders and/or emails for events in the calendar
• Advise the Executive of the day’s appointments in the calendar, and remind her 15 minutes in advance of the meeting.

Travel

• Check the Executive in for flights immediately once check in is available, 24 hours before flight time, confirming with the Executive whether she wishes to upgrade to a higher cabin/class
• Book travel for the Executive
• Liaise with Executive’s travel agent
• Book accommodations for the Executive, remaining mindful of budget as well as preferences
• Maintain a checklist of reminders for the Executive pertaining to travel
• Arrange attendance at relevant conferences and events

Support the Executive’s Networking Efforts

• Administration duties
• Follow up with referral partners who have not logged referrals in the system
• Check the report to ensure that the Executive is compliant with requirements
• Proactively research potential referral partners
• Maintain a working knowledge of all leads and ensure that no leads or clients fall through the cracks

Project Management

• Ensure that the Executive remains apprised of the ongoing status and progress of projects

Material Preparation

• Draft powerpoint presentations, word documents, and excel spreadsheets as necessary