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Undisclosed

Job Location : , USA

Posted on :

Job Description :

Role

As an Administrative Assistant, your role is to provide one-on-one administrative support to one of the company CEOs. You will work on a variety of tasks related to the CEO's work/personal life & communication handling everything from scheduling management to advising on company decisions.

Responsibilities

Communication Management

  • Dealing with incoming emails, calls, inquiries on behalf of either party, acting as a liaison when appropriate
  • Attending and organizing meetings while making sure the CEO is well prepared & that all notes/action items are taken/distributed quickly
  • Responsible for sitting in on meetings not absolutely necessary of CEO and taking notes
  • Relaying information between team members and from outside consultants, advisors contractors etc.

Schedule Management

  • Scheduling all team meetings with appropriate reminders to ensure all invitees are attending meetings on-time with minimal rescheduling
  • Organizing travel and complicated itineraries for the CEO as well as any team-related events that require travel arrangements
  • Ensuring the CEO’s calendars are consistently up to date, organized and updated with all important details regarding meetings, key dates, and events
  • Pre-scheduling all insurance updates, license renewals, doctors appointments, and all other vital documents to maintain proper business and protect CEO from wasted time.
  • Relationship management with friends, team members, and colleagues. Aka keeping track of birthdays, anniversaries, and high achievement and sending gifts regularly to them on behalf of the CEO.

Content Management

  • Creating a monthly content calendar that allows both CEO and AA to remain organized and keep content distribution consistently posted on-time
  • Posting content to various social media platforms as per instruction of the CEO outlined in the monthly content calendar
  • Repurposing content to be distributed to other platforms (i.e taking a long form Facebook post and creating a blog post or email blast)

Other Management

  • Delivery of departmental reports overseen by CEO each week/day
  • To assist with any other tasks not directly in need of CEO or deemed unnecessary to be completed by the CEO
  • Able to effectively work side by side with CEO to move big projects forward

Results

  • All appointments, meetings, events, travel reminders etc. are calendared in a timely fashion and reminders are set to preference
  • Interactions not requiring the CEO’s direct involvement are screened and handled without a high level of overseeing or management
  • Any employee/contractor and business critical documents are saved and filed in an organized fashion
  • All meetings and vital calendar events are scheduled a minimum of 1 month ahead and any related documents or resources are prepared 3-4 days prior
  • CEO does not have to 'search' or ask for answers, YOU find and deliver the answers and anticipate the answers we need
  • Systems that make the life of the CEO easier are designed consistently

Requirements

  • Minimum 1-2 years Administrative Assistant experience is required
  • Working knowledge of GSuite, Calendly, Slack, and Monday
  • Has a high level of adaptability, critical thinking, and problem-solving skills
  • Expert communication skills. Both written and spoken.
  • Excellent time management and project prioritization skills
  • Flexible full-time availability that includes nights and weekends
  • Able to consistently maintain a ‘do whatever it takes’ attitude

Reports To

CEO

CompensationEstimated Time Commitment: +15 hours per week

Job Type: Part-time

Salary: $15.00 to $18.00 /hour

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