We are looking for someone who's truly passionate about business operations and client support to help support the agency clients for approximately 20-40 hours per month.
Your responsibilities will include the following:
- Coordinate meetings, conferences, and events, including booking venues and arranging necessary logistics.
- Communicate and confirm appointments with clients, partners, and team members.
- Monitor and prioritize daily schedules to accommodate urgent requests or changes.
- Collaborate with other administrative staff to streamline scheduling processes.
- Maintain accurate records of appointments and meetings.
- Generate reports and provide regular updates on scheduling activities.
- Proactively identify scheduling conflicts and propose solutions.
- Ensure confidentiality and professionalism in all agency and client communications.
- Manage emails, phone calls, and correspondence on behalf of the organization.
- Organize and maintain physical and digital files and records.
- Assist in scheduling appointments, meetings, and travel arrangements.
- Prepare and edit documents, reports, and presentations.
- Handle basic bookkeeping tasks and expense tracking.
- Coordinate office supplies, equipment, and maintenance.
- Assist with HR-related tasks, such as onboarding paperwork.
- Collaborate with team members on special projects as needed.
- Adhere to all policies, procedures, and protocols of the agency and clients.
What you will need to be successful as our Executive Virtual Assistant
- Strong organizational and time-management skills.
- Proficiency in office software (e.g., Microsoft Office Suite).
- Excellent written and verbal communication skills.
- Attention to detail and accuracy.
- Ability to prioritize tasks and meet deadlines.
- Effective communication and interpersonal abilities.
- Proficiency in scheduling software and tools.
- Ability to handle multiple priorities and adapt to changes.
- High level of discretion and confidentiality.
- Solution Oriented Mindset
- ** Must be available for project update meetings on Fridays at 11am CST**
Systems We Use:
Teamwork Projects, Teamwork Chat, Calendly, Zoom, Kartra, Canva, Google Workspace, Loom, Planoly, Podbean, 17Hats, OneStream, Microsoft Office, and lots more.
About You:
*** This position is for you if you...
- are incredibly detail oriented and organized and know how to problem solve.
- always seek to create better systems and take interest in how you can make things more efficient and effective.
- speak up if you see a problem and are proactive in finding a solution. (You don't just make it work, you make it better!)
- LOVE working with a team and thrive in a fast paced work environment.
- know how to manage your time and work independently but also enjoy collaboration.
- are resourceful meaning you know when to Google it but also know when to just ask for help.
*** This position is NOT for you if you...
- are full of excuses on why you're missing deadlines.
- DON'T take constructive criticism well.
- don't have the bandwidth to take on more clients. (we’re looking for a contractor who has room to grow very quickly and is eventually interested in continuing to grow with us).
- don't have AMAZING attention to detail.
- tend to be last minute and have a "just get it done" attitude instead of "make it great."
- don’t consider client satisfaction and customer service as a priority.
Job Types: Part-time, Contract
Pay: $15.00 - $25.00 per hour
Job Types: Part-time, Contract
Pay: $15.00 - $25.00 per hour
Expected hours: 5 – 10 per week
Schedule:
- Day shift
- Monday to Friday
Education:
- High school or equivalent (Preferred)
Experience:
- executive assistance: 2 years (Required)
Work Location: Remote