Executive Assistant For Ceo & Senior-Level Manager (Remote, 24 Hours/Week)

EXPLR is searching for a highly organized and discreet Executive Assistant to provide comprehensive administrative support to the CEO and a senior-level manager. The successful candidate will closely collaborate with these executives, who frequently engage with celebrities and other high-profile individuals, necessitating a high level of professionalism and confidentiality.

The ideal candidate will possess exceptional communication skills and meticulous attention to detail. Candidates should have experience working in a remote support environment and performing administrative duties. Given the dynamic nature of the executive landscape, we are looking for a candidate who can adapt to changing business needs and evolving priorities.

Responsibilities:

Calendar and Travel Management

• Manage executives' calendars, ensuring effective scheduling and prioritization of appointments, meetings, and events.
• Coordinate complex travel arrangements, including flights, accommodations, ground transportation, and meals.

Financial Administration

• Coordinate with the bookkeeping and accounting teams to ensure accurate and timely processing of payments.
• Prepare estimates, invoices, track expenses, and assist with financial reporting.

Email Correspondence

• Prioritize and flag important emails, ensuring prompt attention.
• Manage and organize executives' email accounts and general enquiry email accounts, including screening and responding to messages in a professional and timely manner.

Meeting Support

• Attend meetings, take accurate minutes, and distribute meeting agendas and materials.
• Follow up on action items and deadlines, ensuring accountability and timely completion.
• Edit and distribute meeting minutes captured and transcribed via Otter . ai.

Documentation and Communication

• Draft, edit, and proofread various documents, including presentations, reports, and other correspondence.
• Maintain confidentiality and ensure accuracy and clarity in all written communications.

Discretion and Confidentiality

• Maintain privacy and security protocols when dealing with high-profile individuals and organizations.
• Handle sensitive and confidential information with the utmost discretion.

Relationship Management

• Foster positive relationships with internal and external stakeholders, including clients, vendors, and high-profile individuals and organizations.
• Act as a liaison between executives and various staff members, ensuring effective communication and collaboration.

Qualifications and Skills:

• High level of professionalism, discretion, and confidentiality.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities and meet deadlines.
• Ability to work independently and collaboratively in a fast-paced environment.
• Strong problem-solving skills and the ability to anticipate needs and provide proactive support.
• Must be based and eligible to work in the U.S.
• Proven experience as a remote Executive Assistant or similar role, preferably supporting C-Level executives. 5+ years of experience is preferred.
• Excellent verbal and written communication skills, with strong proofreading and editing abilities.
• Flexibility to adapt to changing priorities and handle unexpected situations with poise and professionalism.
• Proficiency in G Suite, Airtable, and Canva. iWork (Pages, Numbers)product suite proficiency is a bonus.

Term / Compensation

• Compensation: $40-$45 hourly
• Working hours: some flexibility
• Remote/Work from Home
• 20-24 hours/week beginning in late July/early August for a period of 38 weeks