Executive Assistant Jobs

: Executive Assistant

Position: Executive Assistant to the CEO

Location: Flexible/Remote

Type: Part-time, minimum 5 hours/week

About Us:

We inspire smart, creative, results-driven solutions to spark community-wide success.

Jazzspace is a Pittsburgh-based consulting firm founded by Maggie Richardson in 2012 to help small nonprofits achieve their marketing goals, but has since grown to include everything from project management to strategic planning for a variety of philanthropic and community-impact minded businesses. We work with leaders of nonprofit organizations, private and public foundations, and other creative changemakers to bring hope and prosperity to all communities.

We believe that when people are able to approach their work - and the work of others - with freedom and compassion, they become more free to think creatively and energetically solve problems that change the world. We inspire this kind of doing through experienced, masterful facilitation, servant-led leadership, and improvisational problem-solving methods.

We are searching for a proactive, detail-oriented Executive Assistant to offer comprehensive support to our CEO in both personal and professional spheres.

Primary Responsibilities:

• Draft, polish, proofread, and finalize corporate documents, reports, and presentations.
• Design, implement, and manage online filing systems to ensure swift and secure document retrieval.
• Document & Filing System Management:
• Event & Meeting Preparation:
• Executive Administrative Support:
• Content Creation, Contract & Document Management:
• Act as the primary point of contact for the CEO, streamlining daily operations.
• Personal Assistance:
• Ensure familial responsibilities are integrated and managed alongside professional tasks.
• Coordinate actionable post-event tasks and gather attendee feedback.
• Facilitate logistics for online events, handling invitations, tech requirements, and active assistance during events.
• Oversee/manage and contribute compelling content to Jazzspace social media channels.
• Efficiently handle email management – reading, sorting, prioritizing, and responding as directed.
• Craft compelling PowerPoint presentations for effective communication.
• Prepare the CEO for upcoming meetings by providing necessary briefs, documents, and reminders.
• Invoice vendors, pursue and record payments, and track expenses.
• Regularly audit and update filing systems for optimal organization and efficiency.
• Function as the CEO's "gatekeeper,” strategically prioritizing and managing time and commitments.
• Manage, organize, and oversee the CEO’s family and professional calendars, striking a harmonious balance between personal, business, and leisure activities.
• Seamlessly manage personal appointments, travel plans, bookings, and appointments for the CEO and family.

Qualifications:

• Stellar multitasking, prioritization, and time-management capabilities.
• Exceptional written and verbal communication aptitude.
• Outstanding organizational prowess and meticulous attention to detail.
• Proficiency in Microsoft Office Suite, especially Excel.
• Adeptness in independent and collaborative work environments.
• Uphold’s discretion and confidentiality.
• Committed to the mission and values of Jazzspace Consulting.
• Familiarity with online event tools is advantageous.
• Proven track record as an executive assistant or comparable role.

Benefits:

• Adaptable work schedule.
• Diverse task exposure, promoting comprehensive skill development.
• Option for remote work.

Compensation: $20/hour, negotiable, based on experience and availability.

To Apply:

Forward your resume, a cover letter emphasizing your relevant experience, and two professional references to [email protected] with "Application for Executive Assistant" as the subject. Thank you for your interest.