Executive Assistant (FTEA - 06282024 - BF)

Position: Executive Assistant

Number of hours: 40 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

Schedule lead appointments as well as follow up and/or confirm appointments using different communication channels (email, chat, calls.)

Assist in payroll processing

Contact new leads, referrals, etc. using different channels of communication (email, chat, calls.)

Knows how to do lead prospecting and follow the company’s buyer persona

Basic social media management including, but not limited to, social media posting, digital marketing management

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:

2-3 years of work experience as a Virtual Executive Assistant for C-level executives or a relevant role

Proven experience in lead generation especially using LinkedIn

Experience with social media management and content creation is a must

Knowledge with ConstructConnect and Blue Book by Dodge Construction Network

Ability to resolve complex administrative problems independently and perform tasks that are diverse and advanced.

High level of ethics, trustworthy and ability to maintain confidentiality at all times with all situations and documentation.

Familiarity with current technologies, like desktop sharing, cloud services and VoIP (GSuite, Zoom, Slack, Asana, Notion, etc.)

Experience with word-processing software and spreadsheets (e.g. MS Office)

Knowledge of online calendars and scheduling (e.g. Google Calendar)

Excellent phone, email and instant messaging communication skills

Ability to call, connect, and interact with potential customers

Knows how to craft responses and do meaningful conversations with a pleasing personality

Familiarity with lead generation tools, CRM system and marketing automation platforms

Very particular on the process of sourcing out leads and what tools to use

Knows how to source out leads for the company’s industry

Strong verbal and written communication skills in English

Exceptional organizational skills and impeccable attention to detail

Ability to complete a high volume of tasks and projects with little or no guidance

Highly organized and detail-oriented; able to efficiently prioritize multiple tasks

Originally posted on Himalayas