Virtual Executive Assistant - Property Management

The Company

She’s A Given is a virtual executive assistant agency established in 2019 to provide first-class executive administration as a service forstart-ups, small businesses, non-profits and corporations. We have helped hundreds of business owners, executives, and leadership teams get out of the weeds to focus on their strengthsand achieve true life/work harmony.

After almost 5 years at Amazon Corporate HQ, Emilie Given wished for a role where she was able to commute less, spend more time with her family, and still do the work she loves: supporting high level executives and making their lives easier. Starting as a subcontractor, and then diving headfirst into freelance work, she built her own thriving agency.

Emilie and the team at She’s A Given are focused on building relationships with clients and assistants alike; helping them crush their goals, focus on their passions, and live their best lives (in and out of the workplace).We strive to provide qualified executive assistants with flexibleopportunities to take control oftheir owncareer, whetherthey wish to work 40 hoursper month or 40 hours per week. Our contract virtual executive assistants benefit from the flexibility of freelancing, the support of our first-class agency, and the camaraderie of our unique andtalented team of VEA's.

The Role

The Virtual Executive Assistant is a vital member of the She’s A Given team. The VEA is client-facing and works with the client within a defined scope of work from the beginning of their engagement with She's A Given. They are the client's main point of contact with She's A Given and are responsible for the success of the engagement. The VEA receives support from She’s A Given, who assists as needed with delegation, communication, scope modifications, quality assurance, and more. The VEA must have consistent and proactive communication with their clients and She’s A Given.

SAG Virtual Executive Assistants are expected to:

• Clearly communicate task status with clients, including any barriers, needs, questions, or delays
• Build and maintain a professional relationship with their clients
• Maintain client confidentiality, use discretion with personal or proprietary information
• Develop an understanding of their individual client's needs in order to effectively prioritize
• Be flexible and open to feedback from either their clients or She's A Given
• Track work time and tasks accurately and with integrate; generate weekly invoices
• Be available for clients during defined service hours of Monday-Friday 9:00 am - 5:00 pm per the client’s time zone
• Help She's A Given to maintain detailed and up-to-date client profiles
• Understand the needs of a typical executive and be able to anticipate and act upon those needs.
• Be tech savvy
• Follow all She’s A Given internal policies and protocols
• Meet deadlines, or if needed, proactively communicate changes or delays to the client
• Acknowledge all client requests within a two-hour response window
• Possess excellent written and oral communication skills

Responsibilities vary but can include:

• Company calendar management- maintain and monitor the company calendar, send reminders.
• Meeting Support- with advance notice, attend meetings virtually. Draft agendas, take meeting minutes and provide follow up as require
• Other duties as requested and defined by the client
• Social Media: Management of social media accounts including groups
• Data Entry: compile data from multiple sources accurately
• Project management: facilitate on-time project and goal completion
• Information Management- organize and maintain electronic and physical files, ensuring easy access and retrieval of information
• Meeting/Event Planning- coordinate and schedule executive-level meetings, including preparing agendas, booking meeting rooms, catering, and coordinating necessary resources
• Travel Coordination- schedule, book, and communicate itineraries for business or personal travel prioritizing the efficiency and travel preferences of the client.
• Transcription: convert audio recordings to written word
• Purchases- ensure specifications of the purchase meet the client's satisfaction
• Expenses- tracking, reporting and organization of expenses as necessary
• Executive calendar management- beyond basic scheduling, proactively monitor the client's calendars to identify potential conflicts and ensure the team is maximizing the client's time.
• Research- this may include research on events, travel, or projects, etc. Provide research results to the client(s) within established time frames, organized logically and professionally, based on best practices
• Email inbox management- this may require, among other responsibilities, responding to and organizing emails as necessary, based on specific guidelines provided by the client and in line with policies and practice.

Role Requirements

• Available to work between 10-40 hours per week (Monday to Friday)
• Reliable pc, Internet connection and phone
• Ability to commit to a minimum six-month contract with She’s a Given
• Must live in and be authorized to work in the United States
• Available (to respond to clients within a 2-hour window) from 9:00am to 5:00pm Monday-Friday

Required Experience

• At least 3 years of full time (at least 32 hours/week) paid work experience as an administrative or executive assistant in a corporate environment
• Experience in real estate and/or property management industry

Education

• Some College

Technical Skills

• Internet/Web savvy
• Communicate effectively and professionally in English (verbal and written) with accuracy of spelling, grammar, and content
• Typing speed of 60wpm with high accuracy
• General knowledge of Google Suite, Microsoft Office Suite, Slack, Clockify, Kajabi, Mailchimp, Calendly, Active Campaign, PayPal, Venmo, Lastpass, Asana, Trello, Quickbooks, etc, OR willingness and ability to independently learn

Interpersonal Skills

• Autonomy: Ability to work independently, intuitively prioritize, and complete client assigned tasks without supervision.
• Streamline Communication: Ability to filter and facilitate sharing of information for effective and efficient communication when communicating with their clients and also on their behalf.
• Relationship Building: Can combine listening, curiosity, authenticity, empathy, and appreciation skills seamlessly in order to establish a rapport and build a relationship with their client(s).
• Problem Solving: Ability to identify barriers to task completion and use good judgement, communication, and/or innovation to find solutions.
• Organization: Ability to list, categorize, track, prioritize and fulfill multiple requests from multiple sources.
• Prioritization: Ability to consistently identify the most crucial or time-sensitive tasks and the necessary pre-requisites for completing these tasks and plan work accordingly tomeet the clients' highest priority needs first.
• Time Management: Ability to organize, focus, and prioritize their time to maximize both their own productivity and their client's to complete tasks and projects on time.
• Resilience: Ability to adapt to changes and manage their own stress.

Our Ideal Candidates:

• Possess excellent communication skills (especially written).
• Are looking to build a long-term relationship with us to support our most high-profile USA based clients.
• Understand that as representatives of She's A Given, their work is a reflection of the brand and are mindful of leaving a first-class impression with each interaction for the entirety of the client engagement.
• Can think on their feet in order to identify errors or barriers to success and proactively come up with solutions on behalf of their client(s).
• Are kind, motivated, enthusiastic, trustworthy, responsive.