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Executive Administrative Assistant

2 months ago

Raleigh, United States River City Virtual Assistants Part time
Job DescriptionJob Description

River City Virtual Assistants is seeking a highly organized and proactive executive administrative assistant to support high-level executives. The executive assistant will work closely with the executives to ensure their schedules are managed efficiently, communication is streamlined, and administrative tasks are handled effectively. This role will involve handling sensitive information, making important decisions, and acting as a liaison between executives and other stakeholders. 

​​​​​​​*No recruiters or agencies*

Benefits:

  • $20 per hour
  • Fully remote position
  • Paid Time Off (PTO)
  • Health insurance is available to employees who maintain a 30-hour workweek

Responsibilities may include:

  • Schedule and calendar management: Coordinate and manage the executive’s appointments, meetings, conferences, and travel arrangements, ensuring efficient time use and task prioritization.
  • Information management: Organize and maintain files, records, and confidential information, ensuring easy access and retrieval. Conduct research, compile data, and prepare reports or presentations as needed. Update and maintain the client’s CRM. 
  • Project coordination: Coordinating and monitoring ongoing projects, ensuring deadlines are met and progress is tracked. Collaborate with team members to gather necessary information and facilitate smooth project execution.
  • Relationship management: Build positive relationships with key stakeholders, including clients, partners, and employees. Coordinate meetings, prepare agendas, and take minutes when required.
  • Travel and logistics coordination: Make travel arrangements, including flights, accommodations, and transportation, ensuring smooth logistics for the executive’s business trips. Prepare itineraries and provide necessary travel information.
  • Financial administration: Help manage financial matters, such as expense tracking, invoice processing, and budget monitoring. Liaise with the finance department and external vendors as needed.
  • Meeting support: Prepare meeting materials, agendas, and presentations. Attend meetings, take notes, and follow up on action items, ensuring effective communication and documentation.
  • Task delegation: Identify tasks that can be delegated to other team members or external service providers. Coordinate and monitor the completion of delegated tasks, ensuring timely and accurate execution.
  • Miscellaneous support: Provide general administrative support, such as drafting and proofreading documents and handling other ad hoc tasks as required.

Requirements:

  • Proven experience as an Executive Assistant supporting high-level executives.
  • CRM management experience.
  • Excellent organizational and time management skills, with the ability to prioritize effectively.
  • Strong communication skills, both written and verbal, with the ability to interact professionally with stakeholders at all levels.
  • Proficiency in using virtual communication tools, project management software, and other relevant software applications.
  • Discretion and confidentiality in handling sensitive information.
  • Strong attention to detail and problem-solving abilities.
  • Proactive and self-motivated, with the ability to work independently and meet deadlines.
  • Flexibility to accommodate different time zones.
  • Undergraduate degree required.

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